Administration Officer

Job Summary

We have an exciting opportunity for an enthusiastic and experienced Band 3 secretary/administrator to join our Musculoskeletal Community Service. This part‑time role is 30 hours per week, spread over five days.

The successful candidate will work in a dynamic team of administrators and Musculoskeletal Physiotherapists in an outpatient service. You will be the first point of contact for service users, providing telephone and face‑to‑face support and helping to guide them through their care pathway. Your role is essential to the smooth and efficient running of the service.

Based at the New Street Health and Wellbeing Centre in Barnsley, occasional travel between sites may be required to meet service needs.

We provide a supportive work environment with training and supervision to help you deliver high‑quality customer care.

Job Responsibilities

• Provide confidential and efficient secretarial/administrative services to clinical and support services under the supervision of the Administrative Supervisor.
• Operate within established policies, procedures, protocols and guidelines, acting within your competence.
• Demonstrate sound knowledge of the service to inform decision‑making and contribute to service improvement.
• Work within clinical environments where conflict resolution may be required.
• Serve as the principal point of contact for service users, individuals from the Trust, members of the public and other stakeholders.
• Work flexibly to meet the needs of the service, including evenings and weekends.
• Build and maintain positive working relationships, communicating effectively, respectfully and empathetically.
• Prioritise own tasks, exercising independence, initiative and judgement; identify and resolve problems within your skill set and refer issues beyond your authority to the Administrative Supervisor.
• Adhere to departmental and Trust policies and procedures at all times.
• Use effective verbal and written communication, incorporating tact, empathy, courtesy and confidentiality; adapt your style to different user communication needs.
• Ensure a positive service experience for users and maintain confidentiality in all interactions, treating users, colleagues and others with respect and dignity in line with the Trust’s values.

Location and Working Pattern

New Street Health and Wellbeing Centre, Upper New Street, Barnsley, S701LP

Band 3 – £25,760 to £27,476 per annum (per band rates).

Permanent contract, part‑time (30 hours), flexible working arrangements.

Person Specification – Experience (Essential)

• Recent secretarial or administrative experience, including copying, audio typing, and note taking.
• Proficiency in email management, diary maintenance (paper and electronic) and meeting arrangement.
• Competence in Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to work effectively in a team with minimal supervision.
• Experience working in a busy environment with competing demands.
• Strong organisational skills, including the ability to prioritise tasks and meet deadlines.
• Commitment to maintaining strict confidentiality.

Person Specification – Experience (Desirable)

• Experience working in a caring environment.
• Experience dealing with the public.

Person Specification – Personal Attributes (Essential)

• Flexible and responsive to meet the demands of the post.
• Professional appearance suitable for the workplace.
• Willingness to travel within the Trust as required.

Person Specification – Special Knowledge, Skills and Competences (Essential)

• Excellent written and verbal communication skills, with the ability to produce routine correspondence accurately.
• Ability to obtain and pass on confidential information sensitively.
• Decision‑making and prioritisation skills.
• Knowledge of the Data Protection Act.
• Customer care skills and good interpersonal skills.
• Understanding of diversity and cultural issues.
• Resilience to pressure and exposure to emotional or distressing situations.
• Non‑judgemental, empathetic manner and ability to identify potential risks.
• Demonstrated knowledge of and adherence to Trust values.
• Willingness to complete Trust values‑based induction.

Person Specification – Special Knowledge, Skills and Competences (Desirable)

• Knowledge of information governance.

Person Specification – Training (Essential)

• Willingness to undertake all Trust mandatory training and subsequent refresher training relevant to the area.
• Willingness to undertake job development and training to maintain skills.

Person Specification – Qualifications (Essential)

• NVQ Level 3 (or equivalent qualification) or RSA III, or demonstration of competency at Level 3.

Person Specification – Qualifications (Desirable)

• Willingness to undertake further studies or development.

Person Specification – Physical Attributes (Essential)

• Good sickness record over the previous two years, subject to a fair assessment of any disability or pregnancy‑related sickness.
• Ability to fulfil Occupational Health requirements for the post, with reasonable adjustments if necessary.

Visa & Work Status

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor a skilled worker visa. We will only consider applications from candidates with the right to work in the UK or via alternative visa routes.

Equality and Diversity

We encourage and welcome applications from all protected characteristic groups, valuing diversity and aiming for a workforce that reflects our communities.

Disclosure and Barring Service Check

This post requires a Disclosure and Barring Service (DBS) check under the Rehabilitation of Offenders Act 1975. A submission for disclosure will be made to the DBS to check for any previous convictions.