Cheswold Park Hospital
Secretary/Administrator
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Secretary/Administrator
# Secretary/Administrator – Paediatric Audiology Service Location: New Street Health Centre, Barnsley, S70 1LE Hours: 15 hours per week (part-time, flexible) Salary: £25,760 to £27,476 prorata p/a (Band 3)
About the Role
An elective opportunity exists for a Secretary/Administrator to support the Paediatric Audiology Service at South West Yorkshire Partnership NHS Trust. Located in community health settings, this role involves providing comprehensive secretarial and administrative support to clinical teams, focusing on electronic patient records, correspondence, and appointment management.
Training will be provided for SystmOne (or equivalent systems), but users should already have proficiency in Microsoft Word and Outlook.
Important Note: The role does not qualify for UK skilled worker visa sponsorship. Only applicants with the right to work in the UK or via alternative visa routes are eligible. All suitably qualified candidates can apply.
Key Responsibilities
As the principal administrative point of contact for the paediatric audiology team, you will:
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Administrative & Secretarial Duties
- Manage clinical correspondence (e.g., referral letters to trusts, GPs, rely reports) via SystmOne
- Operate Microsoft Office (Word, Outlook, Excel, PowerPoint, and office phone system)
- Prepare and dispatch clinical correspondence and follow-up letters (using audio-typing for fast transcription)
- Arrange meetings, appoints, and service user bookings (telephonic or in-person)
- Take notes/minutes for meetings, assessing and resolving minor issues independently
- Filing, photocopying, and basic clerical support
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Information Management & Compliance
- Ensure strict confidentiality (patient records, referrals, GDPR provisions etc.)
- Follow trust policies, data protection regulations, and safeguarding protocols
- Maintain accurate recording of patient-facing interactions (emails, diaries, notes)
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Service & People Support
- Work flexibly within clinical environments, often alongside diverse stakeholders
- Provide supportive communication with patients/parents, carers, and clinical teams
- Work independently, prioritise tasks, and manage competing demands
- Demonstrate ** empathy, non-judemental approach**, and adaptability
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Collaboration & Team Engagement
- Contribute to decision-making via up-to-date service knowledge
- Act as first point of contact for patients and external parties when needed
- Promote team cohesion by maintaining good relationships
Requirements
Essential Qualifications & Skills
- Secretarial/Administrative Experience: Proven experience in note-taking, scheduling, and coordinate services (copy/audio typing preferred)
- Microsoft Office: Strong skills in Word, Outlook, Excel, and PowerPoint
- Communication:
- Excellent written and verbal communication skills
- Ability to adapt tone and clarity for multiple stakeholders (patients, clinicians)
- Qualifications:
- NVQ 3/equivalent (e.g., RSA III) in word processing or related field, or on-the-job competency
- Fluency in digital or audio-typing (applicable to clinical data)
- Trust Understanding: Commitment to confidentiality, safeguarding, and patient advocacy
Desirable Additional Attributes
- Familiarity with NHS systems (SystmOne) or complex EPR workflows (training provided)
- Experience in health settings (e.g., previous admin roles within healthcare)
- Customer service mindset especially when liaising with parents/carers
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Personal Attributes
- Resilience: Ability to manage pressure and emotional contact (patients may need empathy)
- Diversity-informed: Sensitivity towards varying community needs
- Physical Requirements: Willingness to travel across Barnsley trust sites as required
Additional Obligations
- Attend and complete mandatory NHS Trust training, including value-based induction
- Comply with Data Protection Principles and workplace expectations (collaboration, confidentiality)
- Satisfactory sickness record for the past two years (adjustments can be made for disability)
About South West Yorkshire Partnership NHS Trust
Community, mental health, and learning disability provider for Barnsley, Calderdale, Kirklees, and Wakefield. Our mission is to deliver high-quality care where it's most needed. We value diversity and encourage applications from all backgrounds.
Key Trust Values:
- Compassion
- Collaboration
- Innovation
- Truthfulness
- Accountability
Full Employee Mechanics:
- All employees (expand into Safeguarding Children and Vulnerable Adults policies)
- Discourages AI-enhanced job applications; use discretion when enhancing your own skills.
** deadline:** To be disclosed
Salary: £25,760–£27,476 prorata
Reference: C9378-B2338
Contract: Permanent part-time (flexible hours)
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