Job summary
Are you a friendly, organised, and compassionate individual looking to join a welcoming team?
We are looking for an enthusiastic and organised Administrative Assistant to join our Medical Records team. The successful candidate will provide a high-quality administrative service, supporting the efficient management of patient records and outpatient appointments.
The role will involve preparing and sending appointment letters, maintaining accurate patient records, data entry, filing, and responding to enquiries from patients and healthcare professionals. You will also provide reception cover when required, welcoming patients, managing appointments, and ensuring a professional and friendly service is delivered at all times.
The ideal candidate will have excellent communication and organisational skills, attention to detail, and the ability to work effectively both independently and as part of a team. Previous administrative experience and knowledge of confidentiality requirements within a healthcare setting would be advantageous
If you have more questions about the position, or would like to have an informal chat about the role, you should contact Donna Silver, Locality Resource Manager 07342 077 365.
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
The main duties of the role are:
Admin duties within Medical Records and Main Reception.
Making Outpatient clinic appointments for health care facilitators.
Band 2 Administrative Assistant (Medical Records)
- Responsible for preparing and sending outpatient appointment letters accurately and in a timely manner.
- Maintains and updates medical records, ensuring patient information is recorded and stored in line with Trust policies and confidentiality requirements.
- Supports the smooth running of administrative functions within the Medical Records department.
- Answers telephone enquiries and deals with routine patient and staff queries in a professional manner.
- Files, retrieves, and tracks patient records as required.
- Provides reception cover when necessary, welcoming patients and visitors, booking patients in, and directing enquiries appropriately.
- Undertakes general clerical duties including photocopying, scanning, data entry, and document management.
- Works collaboratively with clinical and administrative teams to ensure an efficient service is provided.
At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.
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: 21 August 2026
- Pay scheme: Agenda for change
- Band: Band 2
- Salary: £25,272 a year
- Contract: Permanent
- Working pattern: Full-time, Flexible working
- Reference number: C9378-CK2538
- Job locations: Folly Hall Mills, St Thomas Road, Huddersfield, HD1 3LT, United Kingdom
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, be aware of and able to undertake the 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 eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
Be encouraged to contribute ideas and suggestions within the team, and supported to progress as appropriate.
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.
Person specification
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
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.
- 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/customer service 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.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- 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 role.
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).
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 GDPR requirements.
- Some knowledge of diversity/cultural requirements.
- Some knowledge of Health & Safety issues and risk identification.
- Some knowledge of moving & handling issues.
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Applying for this NHS job
This advert is for Administrative Assistant with South West Yorkshire Partnership NHS Foundation Trust in Folly Hall Mills, St Thomas Road, Huddersfield, HD1 3LT, United Kingdom, United Kingdom. It is listed as a Band 2 Administrative and IT role. The advertised salary is £25,272 a year. The contract type is Permanent. The application deadline is 28 Aug 2026.
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