IPS Administrative Officer

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

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.

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.

Person Specification

Special Knowledge & Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.

Desirable

• Knowledge of information governance.

Physical Attributes

Essential

• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience

Essential

• Recent Secretarial/administrative experience and copy /audio typing.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

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

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Qualifications

Essential

• As appropriate to the role:
• NVQ level 3 (or equivalent qualification) or, RSA lll.
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Person Specification

Special Knowledge & Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.

Desirable

• Knowledge of information governance.

Physical Attributes

Essential

• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience

Essential

• Recent Secretarial/administrative experience and copy /audio typing.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

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

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Qualifications

Essential

• As appropriate to the role:
• NVQ level 3 (or equivalent qualification) or, RSA lll.
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Folly Hall Mills

St Thomas Road

Huddersfield

HD1 3LT

United Kingdom

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Folly Hall Mills

St Thomas Road

Huddersfield

HD1 3LT

United Kingdom

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

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.

Special Knowledge & Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.

Desirable

• Knowledge of information governance.

Physical Attributes

Essential

• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience

Essential

• Recent Secretarial/administrative experience and copy /audio typing.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

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

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Qualifications

Essential

• As appropriate to the role:
• NVQ level 3 (or equivalent qualification) or, RSA lll.
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.