Management Assistant

Job summary

Internal only

We are recruiting to the position of Management Assistant within the Adults and Older People Mental Health Care Group, working with our older adult inpatient ward managers at The Dales & The Priestley Unit.

The successful applicant will be required to assist the ward managers for Beechdale & Ward 19 in the day-to-day activity needed for running a successful team.

The ideal candidate will be self-motivated and able to demonstrate good leadership skills. They will be friendly and flexible in their approach, alongside having excellent communication skills and good attention to detail.

The post holder will be responsible for implementing processes and systems that support the Ward Managers and the teams to ensure effective non-clinical management.

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.

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

Main duties of the job

As a Management Assistant you must be able to work accurately to deadlines, sometimes under pressure, use your own initiative, prioritise your own workload and have excellent time management skills.

Duties will be varied and will include working with Microsoft Office and Outlook, effective diary management, supporting with recruitment and selection and the implementation of Trust policies and procedures.

The successful candidate must have a good knowledge and understanding of IT systems and packages and be able to always maintain confidentiality. This role supports agile working as well as being required to spend part of the work week at the 2 localities. As such the successful candidate must also be able to travel across the Trust footprint. You should be comfortable communicating with a range of people and have a person centered approach.

We have other management assistants within the older adult service line so you will join our network and be provided with support & opportunities to learn from others.

For further information please contact Jonny Hall, Business Operations Officer by e-mail at Jonny.hall@swyt.nhs.uk

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

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 July 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Permanent
• Working pattern: Full-time, Flexible working
• Reference number: C9378-CK2512
• Job locations: The Dales Unit, Calderdale Royal Hospital, Huddersfield Road, Halifax, HX3 0PW, United Kingdom

Job responsibilities

JOB SUMMARY

This position is designed to provide a flexible role to support and manage change to meet Business Unit objectives

Undertake delegated duties under the supervision of the line manager/management team. Consulting as necessary and working collaboratively to deliver a comprehensive service.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Work in partnership with others; develop knowledge to promote an holistic service.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.

May be required to work in challenging environments which could include lone working and conflict resolution.

Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.

Work flexibly to meet the needs of the service.

KEY RESULT AREAS:

1.1 Service provision:

To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Management Team, 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.

Support the Team Managers and General Manager as required.

Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to their line manager.

Proactively and positively contribute to the achievement of service/Trust objectives through individual and team effort. Manage the service user experience with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users, carers and colleagues, Seek and support feedback from service users to aid service improvement as required.

To 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 and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstrating competent IT skills, accurate data inputting and use of the internet.

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 with others as required to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Ensure administrative systems run smoothly and that all relevant deadlines are met, including the development of new departmental procedures to reflect the demands on the service.

As appropriate to the role, effectively manage and support individuals who exhibit challenging behaviour or present a significant imminent risk to themselves or others. Recognise and respond appropriately to any emergency situation.

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

Understand the roles and contributions of others in and outside of the team/service.

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 these activities in agreement with the team.

Develop and support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Maintain and continuously improve skills and understanding of health and social care services, including systems, policy and current good practice, particularly with regards to own area of work and which significantly contribute to the services stated objectives & aims.

Make use of opportunities for sharing good practice and learning.

Proactively identify additional activities in accordance with your role, which would increase your efficiency and the efficiency of the service, offer suggestions for improvement and implement these activities in agreement with your team.

Undertake any additional duties deemed appropriate to the role.

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.