Team Administrator

Team Administrator

Closing date: 10 June 2026.

As an administrator you will support your administration colleagues and the wider clinical team in the day to day running of the service. Ensuring that our patients' needs are met and they receive high-quality, timely care. The role is busy and demanding at times, but you will receive support and guidance from colleagues who value each other and your contribution.

Main duties of the job

You will be central to the smooth running of the team, receiving and processing new patient referrals and assisting referrers including professionals, patients and families by telephone. You will assist clinicians with diary bookings and general administration tasks.

You will assist in organising the weekly multidisciplinary team meeting and the monthly staff meeting.

We foster a supportive, open and inclusive culture, ensuring all colleagues feel valued while working towards our shared mission.

All employees are strongly encouraged to have their up to date flu vaccination to protect staff and patients.

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates. We 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

The post-holder will:

• Work under the supervision of the Line Manager, within a delegated framework, providing a comprehensive, confidential administrative service to clinical/support services.
• Operate within well established policies, procedures, protocols, and guidelines.
• Demonstrate sound knowledge of the service to enable contribution to decision making.
• Handle conflict resolution when required.
• Act as the principal point of contact for users of the service.
• Work flexibly to meet service needs.
• Develop and maintain good working relationships, communicating effectively and with empathy.
• Use effective verbal and written communication, maintaining confidentiality.
• Prioritise own tasks, exercising independence, initiative and judgment.
• Refer and seek guidance on issues beyond post holder competency.
• Follow departmental and Trust policies at all times.
• Ensure service users experience positive care and anonymity is maintained.

For full job description, please see attached supporting documents.

Person Specification Training

• Willing/able to undertake all appropriate Trust mandatory training and subsequent refresher training relevant to the area.
• Willing/able to undergo job development and training and maintain skills.

Special Knowledge/Skills

• Good written communication skills, able to prepare routine written correspondence.
• Good verbal communication skills, to obtain information and pass on confidential messages.
• Decision making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Resilience to pressure and emotional situations.
• Non judgemental, empathetic manner.
• Observation skills to identify risks.
• Demonstrate Trust Values.
• Fulfil Trust value based induction.
• Knowledge of information governance.

Physical Attributes

• Satisfactory sickness record over the previous 2 years.
• Able to fulfil Occupational Health requirements for the post.

Experience

• Copy/audio typing, if applicable.
• Note/minute taking.
• Using email, updating paper and electronic diaries, arranging meetings.
• Using Microsoft Word, Excel, Outlook, PowerPoint.
• Teamwork with minimal supervision.
• Working in a busy environment with competing demands.
• Maintaining strict confidentiality.
• Initiative.
• Organising and prioritising own tasks to meet deadlines.
• Working in a caring environment.
• Dealing with the public.
• Knowledge of NHS software programmes.

Personal Attributes

• Flexible to meet demands.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Travel around the Trust as required.

Qualifications

• NVQ level 3 or RSA III or OCR III (or equivalent in business admin, typing/word processing, customer services).
• Or demonstrate competency at level 3.
• Willingness to undertake further study and development.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure to the DBS will be required to check for any previous criminal convictions.

Employer name

South West Yorkshire Partnership NHS Trust

EEO Statement

We encourage and welcome applications from all protected characteristic groups, valuing diversity and seeking a workforce reflective of our communities.