Administrative Officer/Secretary
The closing date is 03 June 2026
Join a professional, well‑supported admin team that plays a vital role in delivering high‑quality care across an essential NHS service.
Due to service expansion, the ADHD and Autism Service is recruiting Administrative Officers/Secretaries to join our friendly and cohesive admin team based in Wakefield.
Our service operates across Wakefield, Bradford, Kirklees, Barnsley and Calderdale. We run a central task model, with shared task lists and daily task allocations that build resilience and variety into the role. Tasks are managed centrally, meaning individual to‑do lists are not carried forward. This supports work‑life balance even in a busy service.
While this role is predominantly office‑based and following completion of the induction training, we operate a structured rota that includes planned opportunities to work from home where service needs allow.
We consistently exceed NHS well‑being benchmarks in workload balance, communication and team relationships. Our team culture is friendly, professional and built on mutual support.
We’re looking for candidates with strong administrative or customer service skills who:
* Thrive in fast‑paced environments
* Bring a positive, can‑do mindset
* Contribute to a supportive, team‑first culture
* Would like to work in a service that values continuous improvement
* Have strong MS Office skills, excellent communication and the ability to prioritise effectively
* Hold a typing/word‑processing qualification to RSA III or equivalent (minimum)
Main duties of the job
The postholder will provide comprehensive administrative and secretarial support to clinicians from a range of professional backgrounds. Key duties include audio typing clinical reports, managing appointment bookings and maintaining accurate records using electronic systems.
You will also be a vital first point of contact for service users and professionals, both by phone and in person. A calm, friendly, and professional manner is essential, along with the ability to communicate clearly and sensitively.
This is a full‑time position, working 37.5 hours per week, Monday to Friday.
For further information or an informal discussion about the role, please contact: Lynn Loring, Admin Manager or Rebecca Crisp, Operations Manager on 01924 316492.
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.
All employees of the Trust are strongly encouraged to have their up‑to‑date flu vaccination to protect staff and patients.
Job responsibilities
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The postholder will:
* Under the supervision/direction of the Line Manager/Admin Supervisor, seek support as and when necessary, and provide a comprehensive, confidential, secretarial/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 postholder 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 (e.g., 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 postholder 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 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 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
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
* Must be appropriate to the role.
* 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.
* 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.
* In working in a caring environment.
* In dealing with the public.
* Of NHS software programme.
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.
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.
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
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