Administrative Assistant

Job Summary

Full time, Band 3 Administrative Officer/Secretary based within Wetherby Young Offenders Institute providing administration and secretarial support to the team.

Experience in Microsoft Office suite, patient information systems and coordinating meetings is required. Must be able to work in a busy environment, prioritise tasks and maintain confidentiality.

• Interrogate patient information using the Systm One database (or similar) and update records.
• Prepare and format reports, letters and minutes; follow up actions promptly.
• Manage emails, incoming queries and electronic diary to support staff.
• Provide direct telephone and face‑to‑face contact with team members.
• Maintain day‑to‑day office functioning and implement effective office processes.
• Order and procure office supplies, training materials and travelling arrangements.

We encourage and welcome applications from all protected characteristic groups, valuing diversity and reflecting our communities.

Band 3 – Salary £25,760 to £27,476 per year. Permanent contract. Full‑time, flexible working.

All employees of the Trust are strongly encouraged to have an up‑to‑date flu vaccination to protect staff and patients.

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates. No visa sponsorship will be available.

• Essential Qualifications
• NVQ Level 3 (or equivalent) or similar qualification.
• Demonstrated competency at Level 3.
• Desirable
• Willingness to undertake further study or development.
• Training
• Willingness to undertake all Trust mandatory training and subsequent refresher training.
• Participation in job development and skill maintenance training.
• Experience
• Recent secretarial/administrative experience including copy/audio typing and minute taking.
• Proficiency in email, diary management and scheduling meetings.
• Experience using Word, Excel, Outlook and PowerPoint.
• Team collaboration with minimal supervision.
• Ability to work under pressure in busy environments.
• Strict adherence to confidentiality.
• Initiative and organisational skills to prioritise tasks and meet deadlines.
• Special Knowledge & Skills
• Good written and verbal communication skills.
• Decision‑making and prioritisation.
• Knowledge of the Data Protection Act.
• Customer care, interpersonal and diversity/cultural understanding.
• Resilience to pressure and emotional distress.
• Non‑judgemental, empathetic approach.
• Observation skills for risk identification.
• Demonstration of Trust values and participation in value‑based induction.
• Physical Attributes
• Good sickness record over the previous two years.
• Ability to meet Occupational Health requirements and accommodate reasonable adjustments if necessary.