Stop Smoking Administrative Officer

Job Summary
1 x 26.5 hours per week
We have an exciting role available at Yorkshire Smokefree Doncaster as a Stop Smoking Admin Officer to help achieve our commitment to reduce the prevalence of smoking and tackling health inequalities for the people of Doncaster.

We are offering working as part of a dynamic fast paced team who are passionate helping others. There is an opportunity to join the NHS pension scheme and holiday entitlement as well as working for a progressive and inclusive Trust.

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
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.
All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and 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.
Main duties of the job

The successful applicant will work collaboratively with the service manager and team to deliver the smokefree agenda within the service specification. This post is essential in supporting the administrative duties for YSFD and delivery model. The main roles and responsibilities of this post are to act as first point of contact for the entire service, action referrals, and offer treatment with the KPI, support queries into the service, support client access into service via drop in at Scot Lane and undertake additional office duties.

Are you?

Passionate & committed with a determination to succeed

An excellent communicator who is able to influence & motivate others

Committed to working flexibly and responsively

Confident to work collaboratively with a range of internal and external stakeholders and partners across the health & social care sector

Demonstrate understanding of the wider smokefree agenda

Ability to promote national & local campaigns to increase service engagement

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

24 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9378-B2159A

Job locations

Yorkshire Smokefree

40 Scot Lane

Doncaster

South Yorkshire

DN1 1ES

Job Description
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 Line Manager/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 Line Manager.

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 details of the role please see the supporting documents attached.
The Post-holder Will:
under the supervison/direction of the Line Manager/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 Line Manager.

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 details of the role please see the supporting documents attached.
Person Specification

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

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.

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.

Experience
Essential

• Recent Secretarial/administrative experience.
• Copy /audio typing if applicable to role.
• 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.
• Of NHS software programme.
• Leadership skills.
• Customer Care skills.
• Excellent IT skills.

Qualifications
Essential

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

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.
• Problem solving skills.

Person Specification

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

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.

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.

Essential

• Recent Secretarial/administrative experience.
• Copy /audio typing if applicable to role.
• 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.
• Of NHS software programme.
• Leadership skills.
• Customer Care skills.
• Excellent IT skills.

Essential

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

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.
• Problem solving skills.

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

Yorkshire Smokefree

40 Scot Lane

Doncaster

South Yorkshire

DN1 1ES

Employer's website

(Opens in a new tab)

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Yorkshire Smokefree

40 Scot Lane

Doncaster

South Yorkshire

DN1 1ES

Employer's website

(Opens in a new tab)