Stop Smoking Service Admin Officer
The closing date is 19 May 2026
Smoking is the leading cause of preventable illness and premature death in England, with about half of all lifelong smokers dying prematurely, losing on average around 10 years of life. In 2016 alone, there were around 78,000 deaths attributable to smoking, representing 16% of all deaths across the UK. Yorkshire Smokefree Wakefield provides expert NHS advice and support for anyone who wants to stop smoking in the Wakefield District.
This role is to join the Yorkshire Smokefree team as an administrator. The successful candidate must possess excellent communication skills with the ability to communicate with a variety of service users and health care professionals. They must have excellent IT skills and a working knowledge of Microsoft Office, Excel and Outlook.
The role would include offering initial smokefree advice to potential service users for which training would be given. The successful candidate would be required to support the smokefree advisors in the administration and delivery of clinics, information sessions and events, follow up of clients, working in the office answering telephone queries and processing referrals.
The role is varied and interesting and would suit someone who enjoys a busy and challenging workload along with a passion for behaviour change in the smokefree arena.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
We encourage and welcome applications from all protected characteristic groups; we value diversity and want our workforce to be reflective of our communities.
Main duties of the job
The postholder will offer excellent communication skills with the ability to communicate with a variety of service users and health care professionals, have a high standard of IT skills and a working knowledge of Microsoft Office and Excel. The postholder will have experience of arranging meetings, minute taking and distribution and will be forward‑thinking and proactive, contributing to achieving business outcomes and delivering excellent customer service.
The role would include offering initial smokefree advice to potential service users, managing referrals, arranging appointments and assisting in maintaining service databases and spreadsheets to ensure high quality of service is achieved. The postholder will support the smokefree advisers in the administration and delivery of clinics and groups, and be flexible and provide cover for other members of the team when required.
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 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.
Job responsibilities
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
* Under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services.
* 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.
* 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 post holder's level of competency or authority to the Administrative Supervisor.
* 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 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.
For full job description, please see attached supporting documents.
Person Specification
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.
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.
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.
Experience
* Recent Secretarial/administrative experience and copy/audio typing.
* Note/minute taking.
* Experience in using email, maintaining and updating paper and electronic diaries, arranging meetings.
* Experience in using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
* Experience in working as an effective team member with minimum supervision.
* Experience in working in a busy environment with competing demands.
* Understanding of the need to maintain strict confidentiality.
* Experience in using a degree of initiative.
* Experience in organising and prioritising own tasks to meet deadlines.
* Experience in working in a caring environment.
* Experience in dealing with the public.
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).
Qualifications
* As appropriate to the role.
* Or, be able to demonstrate competency at level 3.
* Willingness to undertake further study/development.
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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