Team Secretary

Job summary

An exciting opportunity has arisen for a dedicated and enthusiastic Secretary to join the Somerset Team for Early Psychosis (STEP), based at Magnolia House, Yeovil. This is a part-time position, ideal for someone who is passionate about delivering high-quality patient care and providing essential support to a busy clinical team.

As a key member of the team, you will provide comprehensive administrative support to clinicians and allied health professionals. The role requires someone who is proactive, well-organised, and able to work both independently and collaboratively. If you are a motivated and reliable professional looking for a rewarding role in mental health services, we would love to hear from you.

Main duties, tasks & skills required

• Act as the first point of contact for incoming calls, ensuring information is accurately recorded and directed appropriately.

• Provide secretarial and reception services including typing (audio and copy), filing, mail handling, and diary management.

• Maintain client files and records, ensuring confidentiality at all times.

• Support the organisation of meetings and appointments, including room bookings and preparation of relevant documentation.

• Collate and distribute communications within the team via post and email.

• Manage petty cash transactions in line with Trust policies.

• Order and maintain stock of stationery, office supplies and other equipment as required.

• Provide cross-cover and secretarial support to colleagues during periods of absence.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job description

In this role, you will play a vital part in the smooth running of the STEP service, ensuring clinicians are supported in delivering high-quality patient care. You will type reports, letters and minutes with accuracy, maintain effective office systems, and input data onto the Trust's systems relating to referrals, appointments, admissions and discharges.

You will liaise closely with service users, carers, outside agencies, and colleagues across the Trust, ensuring excellent communication and professional courtesy at all times. As part of your responsibilities, you may also be required to take minutes at meetings, assist in the induction of new staff, and arrange building or equipment maintenance when needed.

Confidentiality and professionalism are essential, alongside the ability to prioritise workload and manage competing demands in a busy environment. You will also be expected to adhere to all Trust policies, including safeguarding, confidentiality, health and safety, and infection prevention and control, while upholding the Trust's values of Outstanding Care, Listening and Leading, and Working Together.

Person specification

Qualifications

Essential

• Level III Word Processing or Typing qualification.
• NVQ Level 3 Business Administration or willing to work towards.

Experience

Essential

• Previous administrative experience.
• Experience of setting up and maintaining office systems and procedures that support the smooth running of the department.
• Knowledge and experience of Microsoft Office Packages.
• High standards of written communication skills with the ability to use email and internet.

Desirable

• Experience of contact with users of mental health services.

Additional Criteria

Essential

• Compassionate with exceptional interpersonal skills with the ability to communicate effectively with patients, carers and relatives, remaining sensitive and empathetic
• Excellent organisational skills, ability to manage own time and plan timed activities for staff and patients
• Ability to recognise and manage challenging situations in a calm and professional manner
• Able to take instruction and direction and work effectively as part of a team
• Ability to record and retrieve information on electronic patient records

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.

For help with your application, contact:

Alexandra Higgins

[email protected]

07554415639