Secretary/Administrator

South West Yorkshire Partnership NHS Trust

Secretary/Administrator

Closing date: 07 July 2026

Paediatric Audiology Service - New Street Health Centre

Key duties:

• Provide comprehensive secretarial/administrative support to the paediatric audiology team.
• Work within electronic patient records (e.g. SystmOne, CareFlow).
• Produce and manage documents using Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Arrange meetings, appointments and service visits for managers and clinicians.
• Prepare and send letters and referrals to other hospital trusts, GPs and external services.
• Answer telephone queries and take messages for the clinical team.
• File, photocopy and maintain accurate records, including minutes of meetings.
• Audio typing routine correspondence and maintaining the clinical diary.

Visa & EEO

This role does not meet the minimum requirements to sponsor candidates to work in the UK. We accept applications from candidates who can prove their right to work in the UK or via alternative visa routes.

We encourage and welcome applications from all protected characteristic groups and value diversity so that the workforce reflects the communities served.

Responsibilities

• Provide confidential, efficient secretarial and administrative services under the direction of the Administrative Supervisor.
• Exercise sound knowledge of the service to support decision making.
• Act as a principal point of contact for users of the service.
• Work flexibly to meet the needs of the service and maintain good working relationships.
• Prioritise own tasks, exercise initiative, and seek guidance when necessary.
• Adhere to departmental and Trust policies, procedures, protocols and service delivery plans.
• Use effective written and verbal communication, maintaining confidentiality and adopting a respectful, empathetic style.

Person Specification - Special Knowledge/Skills

• Good written communication skills, with the ability to 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.

Training

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

Qualifications

• As appropriate to the role: Level 3 or equivalent skill in typing/word processing.
• Willingness to undertake further study and development.

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.

Experience

• Recent secretarial / administrative experience, including copy/audio typing.
• Note/minute taking.
• Managing email, maintaining and updating paper and electronic diaries, arranging meetings.
• Use of Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
• 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.

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to fairness and equality of opportunity).
• Ability to fulfil Occupational Health requirements for the post (reasonable adjustments if necessary).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

AI Disclaimer

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Jobapplication 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 NHSJobs application form.

Employer name

South West Yorkshire Partnership NHS Trust