Administrative Assistant in Wetherby

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

• Using Systmone database 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.

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 we are accountable to our members, who can have a say in how we’re 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 expect all colleagues and volunteers to share this commitment.

We reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Details

• Date posted: 22 April 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-F0704
• Job locations: Child and Adolescent Mental Health Service, Wetherby Youth Offending Institute, York Road, Wetherby, LS22 5ED

Job responsibilities

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 Administrative Supervisor, provide a comprehensive, confidential secretarial/administrative service to clinical/support services, in an efficient and confidential manner. They will work within established policies, procedures, protocols, guidelines, and act within the required sphere of competences for the role. The post holder will contribute to decision making within the service, and may work in clinical environments where conflict resolution may be required. They will act as principal point of contact for users of the service and work flexibly to meet the needs of the service. They will develop and maintain good working relationships, be adaptable and empathetic, communicate effectively, and maintain service user confidentiality at all times. They will prioritise their own tasks with initiative and judgement, and refer issues outside of their competency to the Administrative Supervisor. They will adhere to departmental/Trust policies and use effective verbal/written communication, adapting style as needed. They will fulfil the Trusts values and induction requirements.

For Full Job Description, please see attached supporting documents.

Declarations

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 is discouraged and we will screen candidates accordingly. 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 refresher training relevant to the area. Must be willing/able to undergo job development and maintain skills.

Qualifications

• Essential: NVQ level 3 (or equivalent qualification) or RSA III, or be able to demonstrate competency at level 3.
• Desirable: Willingness to undertake further study/development.

Personal Attributes

• Essential: Flexible, responsive, able to travel around the Trust as appropriate to role, dress appropriately for the environment.

Experience

• Essential: Recent secretarial/administrative experience, copy/audio typing, minute taking, managing emails and diaries, arranging meetings, and using Microsoft Word/Excel/Outlook/PowerPoint. Ability to work in a busy environment and maintain confidentiality. Demonstrates initiative and prioritisation.
• Desirable: Experience in a caring environment and dealing with the public.

Special Knowledge & Skills

• Essential: Good written and verbal communication, decision-making, knowledge of Data Protection Act, customer care, interpersonal skills, diversity/cultural understanding, resilience under pressure, empathy, and observation skills to identify risks. Demonstrates Trust Values and induction requirements.
• Desirable: Knowledge of information governance.

Physical Attributes

• Essential: Satisfactory sickness record over the previous 2 years; able to fulfil Occupational Health requirements with reasonable adjustments if necessary.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Employer Details

Employer: South West Yorkshire Partnership NHS Trust

Address: Child and Adolescent Mental Health Service, Wetherby Youth Offending Institute, York Road, Wetherby, LS22 5ED

Employer's website: https://www.southwestyorkshire.nhs.uk