Admin Support Officer
The closing date is 26 October 2025
An exciting opportunity has arisen for a highly efficient administrator to join the Older Adult Community Mental Health Team based at Edmund Road. This is an office based post as you will need to provide cover for our service user reception from time to time. You will support the team in providing a high quality administration service. You will report to the Team Co-ordinator/Admin & Building Manager. The nature of the post will require good organisational skills together with a tactful, caring and helpful approach when dealing with service users/carers. You will be expected to work using your own initiative but also work well within a large team We are a caring, friendly team so if you feel you have the attributes required we would be pleased to hear from you.
You should have administration experience and a typing/audio typing qualification.
You should be a compassionate and accountable individual, who is able to work flexibly to meet the needs of the service whilst also seeking to deliver excellence within your role.
If you are self-motivated, highly organised and want to be part of a supportive team, this is the role for you.
Main duties of the job
It is essential that the postholder have a wide range of secretarial skills including typing, word processing and computer experience and diary management.
The ability to maintain a high degree of confidentiality in relation to information about both patients and staff.
It is essential that the postholder has good communication skills, is organised, can prioritise their work effectively and has the ability to work unsupervised.
To provide secretarial support to the wider CMHT teams - typing letters, transferring notes into letter format, faxing etc.
To act as first point of contact to telephone enquiries - directing calls or taking messages and relaying these as necessary.
Diary Management - booking appointments for clinical team.
Provide admin support in regards to CPA process - flagging up when CPAs are due and booking appointments.
Updating Insight records with N.O.K details / Ethnicity or additional information.
To cover MDT meetings in absence of Team Administrator.
To help process referrals under the supervision of the Team Administrator at busy times.
To Support Admin Assistants with clinic preparation and picking this duty up in their absence
To support Clinical Psychologists with admin work, including arranging appointments and preparing paperwork for groups.
Any other duties relevant to their grade delegated by Band 4 or Admin Manager.
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it’s all about the people. Our staff, service users, carers and families all come from such diverse backgrounds, and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
Sheffield Health & Social Care Foundation Trust is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however it is important to note that SHSC will be unable to offer sponsorship after your visa expires. You must also have at least 12 months on your visa at the start of your employment for training and operational reasons.
Please note there is a cap on the number of applicants for this post which will close once this has been reached.
Job responsibilities
To act as the central point of contact for dealing with patient referrals
To deal with incoming telephone referrals and general enquiries and passing this information to relevant members of the team. This will sometimes involve dealing with urgent criteria or challenging situations and will involve contact with service users/carers
To deal with incoming post, checking information received and responding where appropriate
Diary management, arranging and booking home visits
The provision of an administration/secretarial service to the team, including typing and word processing of letters, reports, memos, audio transcriptions, emailing and photocopying in a timely and accurate fashion and where required, provide personal medical secretary support to the Consultant Psychiatrist and his/her Trainee Medical Staff
Operation of Liquid Logik and Rio information systems to enter Team activity and to retrieve and record patient information
Assist in the monitoring and recording of data and statistical information to assist the team in development of quarterly team reports relating to Care Quality Commission (CQC) objectives
Operation of internal information systems
Record statistical information relating to patient information
Maintain and update existing filing systems
Assist in providing support and cover for colleagues during annual leave and sickness
To provide cover, when necessary, in Team Administrators absence, this entails some additional duties
The postholder will be expected to support and adhere to general building protocols in relation to health, safety and security
This job description may vary from time to time following discussion with postholder the line manager
To undertake any training relevant to the post.
Awareness of the Trusts procedures in relation to the office environment e.g. Health and Safety.
Person Specification
Qualifications
* Good standard of education at GCSE level or higher
* GCSE in English language and Maths or equivalent
* Excel experience
Experience
* Previous admin/ secretarial experience gained in a similar role
* Experience of working in an NHSE/healthcare environemnt
Knowledge
* Responsible approach to dealing with confidential issues
* Wide range of admin skills
* Ability to prioritise workload and manage own workload
* Ability to work part of a team
* Ability to work flexibly with colleagues to meet the needs of the service
* Able to show empathy /compassion to clients and other members in the team
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
Sheffield Health Partnership University NHS Foundation Trust
Address
Older Adult Community Mental Health Team
Older Adult Community Mental Health Team
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