IPS Administrative Officer

Job summary

This is an exciting opportunity to join our expanding Individual Placement and Support (IPS) service as a full-time Band 3 Administrative Officer. We have two posts available: one supporting our Kirklees team and one supporting our Wakefield team. IPS helps people experiencing mental health difficulties take an important step in their recovery by finding and sustaining meaningful employment.

You will become a valued part of an established, ambitious service, providing high-quality administrative support that enables our teams to deliver an outstanding experience for people on their employment journey. We welcome fresh ideas and encourage every colleague to help us strengthen and streamline how we work.

In return, you can expect a supportive induction, excellent development opportunities, flexible and agile working options, a competitive pension, staff counselling, salary sacrifice schemes and welcoming staff networks.

If you share our values and want to make a genuine difference within a service where wellbeing, teamwork and continuous improvement matter, we would love to hear from you!

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

Join a varied, rewarding role that helps our IPS service thrive. Key duties include:

Responding warmly and efficiently to enquiries from service users, families and professionals.

Creating and discharging referrals accurately and promptly.

Gathering feedback to help us improve the service.

Producing high-quality letters and reports.

Providing proactive IPS administrative support.

Using Excel to maintain and interpret team data, and Trust BI to support accurate reporting and better decisions.

Managing correspondence professionally and efficiently.

Scanning and uploading documents securely.

Coordinating stock orders and distribution.

Capturing clear, timely and action-focused meeting minutes.

Strong digital skills are essential, especially Microsoft Office, Excel and Trust BI. SystmOne experience is helpful, but full training is provided.

You will be organised, proactive, confident working independently and comfortable with hybrid working, with a calm and professional approach.

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: 09 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-W1558
• Job locations: Folly Hall Mills, St Thomas Road, Huddersfield, HD1 3LT, United Kingdom, Drury Lane Health & Wellbeing Centre, Drury Lane, WAKEFIELD, West Yorkshire, WF1 2TJ, 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.