South West Yorkshire Partnership NHS Trust
Receptionist/Admin Assistant
The closing date is 08 April 2026
For any further information about this post, please do not hesitate to contact: Traci Gray, Admin Manager, mobile 07771 656541 or 01226 644900, or email traci.gray@swyt.nhs.uk
At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We’re 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.
Main duties of the job
The right person will possess an NVQ Level 2 or RSA 2 Word Processing qualification or an equivalent level 2 administration qualification or relevant administration experience. Previous healthcare experience would be preferred but is not essential. You must be proficient in the use of Microsoft packages and can learn new IT packages and clinical systems used within the NHS. You will be able to demonstrate excellent interpersonal, problem solving, organisational and communication skills combined with essential frontline customer service skills and a self‑motivated and flexible approach to work.
It is crucial to be able to work on your own initiative but also be part of the team. You must have an ability to be flexible and willingness to adapt to change to meet the demands of the post. Work with sensitivity and have a good understanding of the service provision. Always use effective verbal and written communication, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others communication difficulties.
We use daily the clinical systems named PCMIS, Systmone, Portia & NHS Spine, alongside all MS packages. Training will be given for all systems. Although note & minute taking & audio typing are listed on the job spec, these are not essential requirements to this job role, though training can be given.
All employees of the Trust are strongly encouraged to have their up‑to‑date flu vaccination to protect staff and patients.
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 we are accountable to our members, who can have a say in how we 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 expect all colleagues and volunteers to share this commitment.
We do reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job responsibilities
JOB SUMMARY
* 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 experience 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 Trust’s Values.
For full details of the role please see the supporting documents attached.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and 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.
Person Specification
Special Knowledge/Skills
* 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.
* 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 Trust’s value‑based induction.
* 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.
Training
* 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.
Experience
* 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.
* 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.
Personal Attributes
* 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.
Qualifications
* As appropriate to the role:
* Or, be able to demonstrate competency at level 2.
* Willingness to undertake further study/development.
Physical Attributes
* 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).
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 name
South West Yorkshire Partnership NHS Trust
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