Administrative Assistant

Job summary

My name is Lindsey Hoather, I am the team Manager for Wetherby YOI CAMHS.

I am presenting an exciting opportunity for a Full Time Band 3 Administrative Officer/Secretary based within Wetherby Young Offenders Institute providing both administration and secretarial support to our team.

The ideal candidate will have administration and secretarial skills along with a proactive and mature manner with the ability to improve and implement office processes and organise the office on a day-to-day basis. The post is suited to someone who enjoys being around others, has drive and passion for providing excellent customer service and organising themselves and others.

The successful candidate will be experienced in using all Microsoft packages including Word, Excel, Outlook and have experience in using electronic patient information systems and coordinating and supporting meetings. You must be comfortable working in a busy environment and able to perform effectively whilst dealing with interruptions.

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 fundamental responsibilities of the posts are listed below, please refer to the Job Description and Person Specification for further details:

• Using Systmone data base or similar, to interrogate patient information and update accordingly.
• All aspects of administration and secretarial duties, including, preparation and formatting of reports & letters, transcribing minutes and following up actions in a timely manner, management of emails and incoming queries.
• Knowledge and experience on Microsoft applications (email, excel and word)
• Direct telephone and face to face contact with the Teams within the establishment
• Management of the day to day functioning of the office
• Working closely with Team Manager and Implementing and improving administration / office processes for efficient and effective running of the service.
• Friendly and flexible thinking
• Ability to prioritise and work under pressure
• Use of ordering system / procurement of office stationery, training, and travel

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: 08 June 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-F0704A
• Job locations: Child and Adolescent Mental Health Service, Wetherby Youth Offending Institute, York Road, Wetherby, LS22 5ED, 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 supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/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.

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.

prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Administrative Supervisor.

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 Trusts Values.

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.