Cheswold Park Hospital
Administrative Assistant Bank - Band 2
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Job Summary
The post-holder will:
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Under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical/support services, in an efficient manner.
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Follow and ensure the service is provided in accordance with well-established policies, procedures, protocols, and guidelines and service delivery plans.
-
Demonstrate knowledge of the service to enable the post holder to contribute and inform decision-making within the service.
-
May work within clinical environments where basic conflict resolution may be required.
-
Work flexibly to meet the needs of the service.
-
Develop and maintain good working relationships by being flexible, adaptable, polite, positive, and empathetic, providing and receiving routine information.
-
Work with sensitivity and have an understanding of the service and issues experienced by users.
-
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy, and confidentiality. Respond to others' communication difficulties.
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Assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone, e.g., service users, their relatives, visitors, colleagues, etc., with respect, dignity, courtesy, and in accordance with the Trust's Values.
Main duties of the job
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To assist the department with routine office duties, appropriate to the role, for example:
- Word processing of correspondence/reports/other documents accurately via copy or audio
- To take and transcribe notes
- Dealing with telephone calls/messages
- Photocopying/Scanning/Filing
- Receiving visitors/Reception
- Monitor and maintain department stationery supplies
- Reporting faults
- Mail handling
- Arranging meetings, hospitality, venues, distributing agenda/notes
- Managing diaries
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Deliver excellent levels of service and address or report to the Administrative Supervisor, in a timely manner, when these standards have not been met.
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Support the Administrative Supervisor as required.
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Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.
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Work within defined parameters, prioritise own tasks, and respond to people's needs.
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Refer and seek guidance/supervision on issues outside of the post-holder's level of competence or authority.
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Help to promote an open, welcoming, person-centred culture, seeking feedback from users of the service to aid service improvement.
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Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting, and use of Trust Intranet and Internet as required.
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Maintain accurate documentation.
About Us
We are a specialist NHS Foundation Trust that provides community, mental health, and learning disability services for the people of Barnsley, Calderdale, Kirklees, and Wakefield. We also provide low and medium secure services and are the lead for the West Yorkshire secure provider collaborative.
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Our mission is to help people reach their potential and live well in their communities. We do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families, and carers.
We encourage and welcome applications from all protected characteristic groups. We value diversity and want our workforce to be reflective of our communities.
Being a foundation Trust means we're accountable to our members, who can have a say in how we're run. Around 14,300 local people (including staff) are members of our Trust.
Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical, and social needs of the thousands of people we meet and help each year.
We are committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults and expect all colleagues and volunteers to share this commitment.
We do reserve the right to close the vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Details
- Date posted: 22 September 2026
- Pay scheme: Agenda for change
- Band: Band 2
- Salary: £25,272 a year
- Contract: Bank
- Duration: 365 days
- Working pattern: Flexible working
- Reference number: C9378-Bank-0926C
- Job locations:
- Kendray Hospital, Doncaster Road, Barnsley, S Yorkshire, S70 3RD, United Kingdom
- The Calderdale Royal Hospital, Huddersfield Road, HALIFAX, West Yorkshire, HX3 0PW, United Kingdom
- South West Yorkshire Partnership NHS Foundation Trust, Fieldhead Hospital, Ouchthorpe Lane, WAKEFIELD, West Yorkshire, WF1 3SP, United Kingdom
Job Description
Job responsibilities
Job summary
Service user contact referred to in this Job description will only apply when working within a clinical area.
The post-holder will:
-
Under the supervision direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical support services, in an efficient manner.
-
Follow and ensure the service is provided in accordance with well-established policies, procedures, protocols, and guidelines and service delivery plans.
-
Demonstrate knowledge of the service to enable the post holder to contribute and inform decision-making within the service.
-
May work within clinical environments where basic conflict resolution may be required.
-
Work flexibly to meet the needs of the service.
-
Develop and maintain good working relationships by being flexible, adaptable, polite, positive, and empathetic, providing and receiving routine information.
-
Work with sensitivity and have an understanding of the service and issues experienced by users.
-
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy, and confidentiality. Respond to others' communication difficulties.
-
Assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone, e.g., service users, their relatives, visitors, colleagues, etc., with respect, dignity, courtesy, and in accordance with the Trusts Values.
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Person Specification
Qualifications
Essential
- As appropriate to the role
- NVQ level 2 (or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2
Desirable
- Willingness to undertake further study/development
Personal Attributes
Essential
- 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 the role
Special Knowledge Skills
Essential
- 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
- In decision-making and prioritisation
- Good Customer care skills
- Good interpersonal skills
- Diversity/Cultural awareness
- 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 Trusts value-based induction
Desirable
- Some Knowledge of Data Protection requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
Physical Attributes
Essential
- 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
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g., Excel, Outlook, PowerPoint, etc.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In working as an effective team member with minimum supervision
- 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.
Desirable
- Secretarial/administrative experience
- In copy typing/audio typing
- In working in a caring environment
- At a band 2 or equivalent level of competence
- Of NHS software programmes
- In working in a busy environment with competing demands.
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 details
Employer name
South West Yorkshire Partnership NHS Trust
Address
Kendray Hospital, Doncaster Road, Barnsley, S Yorkshire, S70 3RD, United Kingdom
Employer's website
https://www.southwestyorkshire.nhs.uk (Opens in a new tab)
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