Administrative Assistant Bank - Band 3

Job summary

We are unable to offer Visa sponsorship for this role.

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 and 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 eg,individuals from within/outside the Trust, service users and members of the public etc.

work flexibly to meet the needs of the service.

Main duties of the job

To assist the department with office duties, for example:

• Word processing of correspondence /reports/ other documents accurately via copy or audio
• To take and transcribe minutes
• Dealing with telephone calls/ messages
• Photocopying/ Filing/ Scanning
• Receiving visitors/Reception
• Monitor and maintain department stationery supplies
• Reporting faults
• Mail handling
• Arranging meetings, hospitality, venues, distributing agenda/notes
• Managing diaries
• Create and Maintain Databases/Spreadsheets
• Maintain databases
• Demonstrate duties to new starter
• Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative 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.

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.

Being a foundation Trust means were accountable to our members, who can have a say in how were 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 to right to close 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 3
• Salary: £25,760 to £27,476 a year
• Contract: Bank
• Duration: 365 days
• Working pattern: Flexible working
• Reference number: C9378-Bank-0926D
• Job locations: Kendray Hospital, Doncaster Road, Barnsley, S Yorkshire, S70 3RD, United Kingdom, South West Yorkshire Partnership Nhs Foundation Trust, Fieldhead Hospital, Ouchthorpe Lane, WAKEFIELD, West Yorkshire, WF1 3SP, United Kingdom, The Calderdale Royal Hospital, Huddersfield Road, HALIFAX, West Yorkshire, HX3 0PW, United Kingdom

Job responsibilities

• Arranging meetings, hospitality, venues, distributing agenda/notes
• Managing diaries
• Create and Maintain Databases/Spreadsheets
• Maintain databases
• Demonstrate duties to new starterss
• Provide cover for other members of the team.

Assist the Administrative 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-centred 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) eg, 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.

Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.

Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc.

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 Trusts 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.