Team Administrator - Single Point of Access

Cheswold Park Hospital

Batley

On-site

GBP 26,000 - 27,000

Full time

14 days+

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Benefits offered by this job

Flexible working

Job summary

South West Yorkshire Partnership NHS Trust is seeking an organized Administrator to join the busy Single Point of Access (SPA) team at Beckside Court, Batley. The role supports referrals, appointment coordination and information processing in SystmOne, delivering high-quality admin support to service users and clinical colleagues.

The post runs Monday to Friday, with training during an initial six-week period, and offers a permanent, full-time position with flexible working options.

Qualifications

NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject).
Recent secretarial/administrative experience.
Copy/audio typing and minute-taking abilities.
Proficiency in MS Word and other Microsoft Office applications.

Responsibilities

Receive and manage referrals from professionals and service users by telephone and email.
Process referrals via the SPA pathway using SystmOne with accurate data entry.
Arrange and book assessments with SPA practitioners and coordinate appointments.
Support onward referrals to Trust services and external agencies.
Prepare and distribute correspondence, including discharge letters and outcomes.
Undertake scanning, photocopying and general office duties.
Work with clinical colleagues to deliver the SPA service efficiently.

Skills

Secretarial/administrative experience

Copy / audio typing

Note/minute taking

Microsoft Word proficiency

Organisational skills

Education

NVQ level 3 or RSA III or OCR III (or equivalent)

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Job Summary

We are looking for a motivated and organised Administrator to join our busy and supportive Single Point of Access (SPA) team based at Beckside Court, Batley. This is a varied role where no two days are the same, providing the opportunity to make a real difference by supporting people to access mental health services.

As part of a friendly and experienced team, you will be responsible for managing referrals, coordinating appointments, processing information on SystmOne, and providing high-quality administrative support to both service users and clinical colleagues. You will work closely with professionals across the Trust and external agencies, ensuring referrals are handled efficiently and people receive the right support at the right time.

The standard working pattern for this role is Monday to Friday, 12:00pm to 8:00pm. To support your induction into the team and service, you will undertake an initial six-week training programme, working Monday to Friday, 9:00am to 5:00pm, before transitioning to the standard working hours.

If you have excellent communication skills, strong attention to detail, good IT skills and enjoy working in a fast-paced environment, we would love to hear from you. This is an exciting opportunity to join a dedicated team that plays a vital role in supporting mental health services across Calderdale and Kirklees.

Main duties of the job

SPA administrators work Monday to Friday and have varying start and finish times to provide support for the clinical teams working hours. SPA clinicians work 12-hour shift patterns over 3 days working Monday Friday 07:45 20:15.

As a key member of the Single Point of Access (SPA) administrative team, you will provide high-quality administrative support to ensure referrals are processed efficiently and service users receive timely access to mental health services.

Your Key Responsibilities Will Include:

Receiving and managing referrals from professionals and service users via telephone and email.
Processing referrals through the SPA pathway using SystmOne, ensuring accurate data entry and record management.
Arranging and booking assessments with SPA practitioners and supporting the coordination of appointments.
Supporting the onward referral of triaged and assessed service users to appropriate Trust services and external agencies.
Preparing and distributing correspondence, including discharge letters and outcome communications following triage, assessment and multidisciplinary team discussions.
Undertaking a range of administrative duties, including scanning, photocopying, document management and general office support.
Working closely with clinical colleagues and other Trust teams to support the effective delivery of the SPA service.

About Us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary.

Job Description

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The Post-holder Will:

Under the supervison/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

May work within clinical environments where conflict resolution may be required.

Act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

Work flexibly to meet the needs of the service.

Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.

Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

For Full Job Description, Please See Attached Supporting Documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

Person Specification

Qualifications

Essential

Must be appropriate to the role:
NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
Or, be able to demonstrate competency at level 3.

Desirable

Willingness to undertake further study/development.

Training

Essential

Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
Must be willing/able to undergo job development and training and maintain skills.

Personal Attributes

Essential

Ability to be flexible to meet the demands of the post.
Responsive attitude and approach.
Dress appropriately for the environment.
Ability to travel around the Trust as appropriate to role.

Physical Attributes

Essential

A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience

Essential

Recent Secretarial/administrative experience.
Copy /audio typing if applicable to role.
Note/minute taking.
In using email, maintaining and updating paper and electronic diaries, arranging meetings.
In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
In working as an effective team member with minimum supervision.
In working in a busy environment with competing demands.
Understanding of the need to maintain strict confidentiality.
In using a degree of initiative.
In organising and prioritising own tasks in order to meet deadlines.

Desirable

In working in a caring environment.
In dealing with the public.
Of NHS software programme.
Leadership skills.
Customer Care skills.
Excellent IT skills.

Special Knowledge & Skills

Essential

Good written communication skills, with the ability to deal with and prepare routine written correspondence.
Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
In, decision-making and prioritisation.
Knowledge of Data Protection Act.
Customer care skills.
Good interpersonal skills.
Diversity/Cultural understanding.
Resilience to pressure and exposure to emotional, distressing situations.
Non-judgemental, empathetic manner.
Able to use observation skills to identify potential risks and act appropriately.
Demonstrates Trust Values.
Able to fulfil the requirements of the Trusts value based induction.

Desirable

Knowledge of information governance.
Problem solving skills.

Person Specification

Essential

Must be appropriate to the role:
NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
Or, be able to demonstrate competency at level 3.

Desirable

Willingness to undertake further study/development.

Training

Essential

Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
Must be willing/able to undergo job development and training and maintain skills.

Personal Attributes

Essential

Ability to be flexible to meet the demands of the post.
Responsive attitude and approach.
Dress appropriately for the environment.
Ability to travel around the Trust as appropriate to role.

Physical Attributes

Essential

A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Essential

Recent Secretarial/administrative experience.
Copy /audio typing if applicable to role.
Note/minute taking.
In using email, maintaining and updating paper and electronic diaries, arranging meetings.
In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
In working as an effective team member with minimum supervision.
In working in a busy environment with competing demands.
Understanding of the need to maintain strict confidentiality.
In using a degree of initiative.
In organising and prioritising own tasks in order to meet deadlines.

Desirable

In working in a caring environment.
In dealing with the public.
Of NHS software programme.
Leadership skills.
Customer Care skills.
Excellent IT skills.

Special Knowledge & Skills

Essential

Good written communication skills, with the ability to deal with and prepare routine written correspondence.
Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
In, decision-making and prioritisation.
Knowledge of Data Protection Act.
Customer care skills.
Good interpersonal skills.
Diversity/Cultural understanding.
Resilience to pressure and exposure to emotional, distressing situations.
Non-judgemental, empathetic manner.
Able to use observation skills to identify potential risks and act appropriately.
Demonstrates Trust Values.
Able to fulfil the requirements of the Trusts value based induction.

Desirable

Knowledge of information governance.
Problem solving skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Beckside Court
286 Bradford Road
Batley
WF17 5PW
United Kingdom

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Beckside Court
286 Bradford Road
Batley
WF17 5PW
United Kingdom