Cheswold Park Hospital
Administrative Officer/Secretary
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Job Summary
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 builds resilience and variety into the role. Tasks are managed centrally, meaning individual to-do lists aren't carried forward. This supports work-life balance even in a busy service.
We consistently exceed NHS wellbeing 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
Strong MS Office skills, excellent communication, and the ability to prioritize effectively are essential. A Typing/Word Processing qualification to RSA III or equivalent is required.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
Main duties of the job
While this role is predominantly office-based and following the completion of the induction training, we operate a structured rota that includes planned opportunities to work from home, where service needs allow.
The postholders 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.
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.
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.
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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 expects 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: 01 October 2026
Pay scheme: Agenda for Change
Band: Band 3
Salary: £25,760 to £27,476 a year
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: C9378-W1551
Job locations: Adult ADHD and Autism Service, Manygates Clinic, Belle Isle Health Park, Portobello Road, Wakefield, WF1 5PN, 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 Line Manager/Admin Supervisor, seeking support as and when necessary, 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 post holder to contribute and inform decision making within the service.
- May work within clinical environments where conflict resolution may be required.
- Act as principal point of contact for users of the service, e.g., individuals from within/outside the Trust, service users, and members of the public.
- 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.
- Prioritize own tasks, exercising a degree of independence, initiative, and judgment. Assess situations, identify, and resolve potential problems within the own skill set. Refer and seek guidance on issues outside of the postholder's 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 experienced 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.
Key Result Areas:
1.1 Service provision:
To Assist The Department With Office Duties, For Example:
- Word processing of correspondence/reports/other documents accurately via copy or audio from medics, which will include tribunal reports, medical care plans.
- To take and transcribe minutes.
- Dealing with telephone calls/messages.
- Arrange/Re-arranging/Cancel clinical appointments.
- Photocopying/Filing/Scanning.
- Receiving visitors.
- Monitor and maintain department stationery supplies.
- Reporting faults.
- Mail handling.
- Arranging meetings, hospitality, venues, distributing agenda/notes.
- Managing diaries.
- Create and Maintain Spreadsheets.
- Implement policy/procedure.
- Demonstrate duties to new starters.
- Provide cover for other members of the team.
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Deliver excellent levels of service by regularly assessing, problem solving, evaluating, and reporting to the Line Manager/Admin Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist the Line Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.
Assist in the promotion of an open, welcoming, person-centered culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) e.g., letters, memos, reports, presentations, etc., using competent copy, audio tapes, IT skills, accurate data inputting, and use of Trust Intranet and Internet as required.
Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy, and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical, and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognize and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft, or damage.
Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
Support the Trust's culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.
Make use of opportunities for sharing good practice and learning.
For Full Job Description, Please See Attached Supporting Documents.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged, and we 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.
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