Job summary

The post-holder will:

under the supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical/support services, in an efficient manner.

follow and ensure the service is provided in accordance with well-established policies,

procedures, protocols and guidelines and service delivery plans.

demonstrate knowledge of the service to enable the post holder to contribute and inform

decision making within the service.

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

work flexibly to meet the needs of the service.

develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.

work with sensitivity and have an understanding of the service and issues experienced by users.

use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties.

assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

Main duties of the job

To assist the department with routine office duties, appropriate to the role, for example:

Word processing of correspondence /reports/ other documents accurately via copy or audio

To take and transcribe notes

Dealing with telephone calls/ messages

Photocopying/ Scanning/ Filing

Receiving visitors/Reception

Monitor and maintain department stationery supplies

Reporting faults

Mail handling

Arranging meetings, hospitality, venues, distributing agenda/notes

Managing diaries

Deliver excellent levels of service and address or report to the Administrative Supervisor, in a timely manner, when these standards have not been met.

Support the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority.

Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement .

Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation.

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, so please apply as soon as possible.

Details

Date posted

22 September 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£25,272 a year

Contract

Bank

Duration

365 days

Working pattern

Flexible working

Reference number

C9378-Bank-0926C

Job locations

Kendray Hospital

Doncaster Road

Barnsley

S Yorkshire

S70 3RD

United Kingdom

The Calderdale Royal Hospital

Huddersfield Road

HALIFAX

West Yorkshire

HX3 0PW

United Kingdom

South West Yorkshire Partnership Nhs Foundation Trust

Fieldhead Hospital

Ouchthorpe Lane

WAKEFIELD

West Yorkshire

WF1 3SP

United Kingdom

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 supervision direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical support services, in an efficient manner.

follow and ensure the service is provided in accordance with well-established policies,

procedures, protocols and guidelines and service delivery plans.

demonstrate knowledge of the service to enable the post holder to contribute and inform

decision making within the service.

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

work flexibly to meet the needs of the service.

develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.

work with sensitivity and have an understanding of the service and issues experienced by users.

use effective verbal written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties.

assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

Job description Job responsibilities JOB SUMMARYService user contact referred to in this Job description will only apply when working within a clinical area.The post-holder will under the supervision direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical support services, in an efficient manner. follow and ensure the service is provided in accordance with well-established policies, procedures, protocols and guidelines and service delivery plans. demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service. may work within clinical environments where basic conflict resolution may be required. work flexibly to meet the needs of the service. develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information. work with sensitivity and have an understanding of the service and issues experienced by users. use effective verbal written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties. assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

Person Specification

Qualifications

Essential

• As appropriate to the role
• NVQ level 2 ( or equivalent level qualification), or, RSA ll
• Or, be able to demonstrate competency at level 2

Desirable

• Willingness to undertake further study/development

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

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
• Good Customer care skills
• Good interpersonal skills
• Diversity/Cultural awareness
• 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

• Some Knowledge of Data Protection requirements
• Some knowledge of diversity/cultural requirements
• Some knowledge of Health & Safety issues and risk identification
• Some knowledge of moving & handling issues

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

• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
• In using email, maintaining and updating paper and electronic diaries, arranging meetings
• In working as an effective team member with minimum supervision
• 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

• Secretarial/administrative experience
• In copy typing /audio typing
• In working in a caring environment
• at a band 2 or equivalent level of
• competence
• Of NHS software programmes
• In working in a busy environment
• with competing demands.

Person Specification Qualifications Essential As appropriate to the role NVQ level 2 ( or equivalent level qualification), or, RSA ll Or, be able to demonstrate competency at level 2 Desirable Willingness to undertake further study/development 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 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 Good Customer care skills Good interpersonal skills Diversity/Cultural awareness 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 Some Knowledge of Data Protection requirements Some knowledge of diversity/cultural requirements Some knowledge of Health & Safety issues and risk identification Some knowledge of moving & handling issues 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 In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc In using email, maintaining and updating paper and electronic diaries, arranging meetings In working as an effective team member with minimum supervision 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 Secretarial/administrative experience In copy typing /audio typing In working in a caring environment at a band 2 or equivalent level of competence Of NHS software programmes In working in a busy environment with competing demands.

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

Kendray Hospital

Doncaster Road

Barnsley

S Yorkshire

S70 3RD

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

Kendray Hospital

Doncaster Road

Barnsley

S Yorkshire

S70 3RD

United Kingdom

Employer's website

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