Job vacancy: Talking Therapies Admin Assistant, Sheffield Health Partnership University NHS Foundation Trust, Sheffield

Job summary

Main area: R&S
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 457-26-7864576

Employer: Sheffield Health Partnership University NHS Foundation Trust
Employer type: NHS
Site: Argyll House
Town: Sheffield
Salary: £24,937 - £26,598 per annum
Salary period: Yearly
Closing: 08/04/2026 23:59
Interview date: 20/04/2026

Talking Therapies Admin Assistant

NHS AfC: Band 3

About us

At Sheffield Health Partnership University NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.

We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.

Our values are at the heart of everything we do. These are: We work together, We are respectful and Kind, We are inclusive and We keep improving

Detailed job description and main responsibilities

To process referrals into the Service and appointment booking. 

To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding.  

To record telephone messages in writing and act promptly if urgent responses are needed.  

To accurately collate and input data and produce statistics as and when required.  

To maintain diaries, make appointments, arrange meetings etc. as and when required.  

To take minutes/actions of meetings as and when required, including preparation and distribution of agenda and minutes/actions.  

To undertake general office procedures including photocopying and the distribution/actioning of mail as required.  

To implement and update office systems/procedures as required, in collaboration with the team.  

To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.  

To maintain strict confidentiality in all aspects of work in line with Trust policies and Data Protection Act. 

To plan/organise work using own initiative within set departmental parameters. 

To undertake any additional duties as appropriate and delegated by the Business & Admin Manager.   

Working days are Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service. 

Person specification

Knowledge & Skills

Essential criteria

Effective communication skills with the capacity to communicate with clients with tact, sensitivity, empathy, reassurance and firmness.
Skilled at using Microsoft Office, email and internet
Capacity to prioritise and to progress a number of tasks despite interruptions constantly throughout the working day which regularly cause a change of task
Written and presentation skills.
Excellent understanding of clinical confidentiality and issues around maintaining confidential records.
Ability to input and analyse databases and spreadsheets for planning, organisational and audit purposes.

Desirable criteria

Knowledge of booking systems software.
Knowledge of the full range of trust policies and management procedures
Knowledge of Health & Safety Act, Data Protection Act and other relevant legislation

Training & Qualifications

Essential criteria

GCSE in Maths and English (Grade C or above)
NVQ Level II in Business Administration or equivalent.

Desirable criteria

Typing/word processing qualification or experience
IT qualification equivalent to the competency level of ECDL/CLAIT etc.

Experience

Essential criteria

Experience of working in an office environment and carrying out general office/administrative procedures.
Experience of liaison by telephone with a variety of people
Experience of working with routine office equipment and systems
Experience of supporting and minuting meetings.

Desirable criteria

Admin experience within an NHS department
Evidence of setting up and/or improving office systems.
Experience of communicating with people who experience common mental health problems.

Other

Essential criteria

Ability to work Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
Positive attitude to clients.
Ability to work effectively within teams.
Capacity to work unsupervised, taking initiative where appropriate and work to deadlines.
Proactive, with effective problem-solving skills
Ability to prioritise workload
Well organised

We aim to be an organisation that is diverse and inclusive and to meet this aim we welcome applications from people with a wide range of life experience and whose diversity echoes the diversity of Sheffield, that of the people who use our services, and that of the people who may need to use our services but face barriers to access. Please think about your personal values and how these align with our Values when you are applying. Find out more about our organisation through our website.

We are a Disability Confident employer. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.

Our six staff network groups welcome new members, these are:

The Ethnically Diverse Staff Network Group
The Disability Staff Network Group
The Lived Experience Staff Network Group
The Rainbow Staff Network Group
The Staff Carers Staff Network Group
The Women’s Staff Network Group

We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.

The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role. The cost of the DBS check must be met by the successful applicant(s).

At SHPU, we prioritise the well-being and safety of both our service users and employees. It is our policy and a condition of employment that all employees must join the DBS Update Service. This service carries an annual fee, which employees are responsible for paying up front. However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.

When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system. In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by SHPU and could negatively impact your chances of success in the application process.

For example, AI responses…

• usually lack relevance and fail to address the key criteria outlined in the job description and person specification.

• may come across as generic and fail to distinguish you from other applicants.

• may be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.

• may include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

Supporting Statement

The supporting statement is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.

Recruiting managers score applications based on the criteria listed in the person specification. Managers will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you’ve navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.

Consider structuring your statement with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.