Perinatal Administrator
The closing date is 27 April 2026.
SouthWest Yorkshire Partnership NHS Foundation Trust is recruiting an Administrative Officer to work 15 hours a week (Thursday and Friday, 9 am–5 pm) to support the Perinatal Mental Health Team.
We are looking for someone who has experience of working in a clinical administration role, where contact with service users is a key aspect of the role. Our administrative staff members are often the first point of contact for people who have been referred to the Perinatal Mental Health Service; therefore the successful applicant will need excellent communication skills, demonstrating the ability to help and guide service users in a warm and sensitive manner. Experience of working with service users who experience mental health issues will be an advantage.
An administrator must have an NVQ or RSA Level 3 qualification or be able to demonstrate competency at Level 3.
The applicant must have good organisational skills and be able to prioritise their own workload to meet deadlines, with good attention to detail in an environment of competing demands. A good knowledge of Microsoft Office and Excel is essential. The applicant must be able to work as part of a team and have good written and verbal communication skills.
Duties will be varied and will include using email, booking appointments, diary management, using clinical systems and dealing with telephone calls. Good customer service skills are essential.
Job responsibilities
* Under the supervision/direction of the Line Manager/Administrative Supervisor, provide a comprehensive, confidential, administrative service to clinical/support services in an efficient and confidential manner.
* Operate within well-established policies, procedures, protocols, guidelines, and 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 the principal point of contact for users of the service (individuals from within or outside the Trust, service users, and members of the public).
* 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 post‑holder 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, including users with communication difficulties.
* Ensure the service experience 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 Trust’s Values.
Qualifications
* NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services).
* Or, be able to demonstrate competency at level 3.
* Willingness to undertake further study/development.
Experience
* Copy/audio typing if applicable to role.
* Note/minute taking.
* Using email, maintaining and updating paper and electronic diaries, arranging meetings.
* Using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint.
* Working as an effective team member with minimum supervision.
* Working in a busy environment with competing demands.
* Understanding of the need to maintain strict confidentiality.
* Using a degree of initiative.
* Organising and prioritising own tasks to meet deadlines.
* Working in a caring environment.
* Dealing with the public.
* Using NHS software programmes.
Training
* Willing to undertake all appropriate Trust mandatory training requirements and subsequent refresher training relevant to the area.
* Willing to undergo job development and training and maintain skills.
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.
* Decision‑making and prioritisation.
* Knowledge of Data Protection Act.
* 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.
* Knowledge of information governance.
Physical Attributes
* A satisfactory sickness record over the previous 2 years (subject to fair and equal opportunity, especially where sickness is related to a disability and/or pregnancy).
* Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
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.
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
Address
8 Fox View Hub, Dewsbury District Hospital
EEO statement
We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.
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