Job summary
We are seeking a highly organised and proactive Senior Secretary (Band 4) to join our team, providing comprehensive administrative and secretarial support to senior clinical and/or managerial staff. This is a pivotal role within the department, ensuring the smooth running of day-to-day operations and contributing to the delivery of high-quality patient care.
As a Senior Secretary, you will manage complex diaries, coordinate meetings, prepare high-quality correspondence and reports, and act as a key point of contact for internal and external stakeholders. You will also support service improvement initiatives and may supervise junior administrative staff.
This role requires excellent communication skills, attention to detail, and the ability to work independently in a fast-paced environment. You will need to demonstrate a high level of discretion and professionalism, particularly when handling sensitive and confidential information.
Main duties of the job
- Provide secretarial and administrative support to consultants, medical teams, and senior managers.
- Supervise and mentor Band 3 secretaries, conducting regular 1:1 meetings and appraisals.
- Manage diaries, schedule meetings, and prepare documentation.
- Liaise with patients, carers, and external agencies with tact and sensitivity.
- Maintain accurate and confidential records and databases.
- Support service improvement initiatives and contribute to audits and research.
- Assist with recruitment, induction, and training of junior staff.
- Ensure compliance with Trust policies, including confidentiality and safeguarding.
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
Job responsibilities
Communication & Relationships
- Act as a key contact for the locality, handling enquiries via phone, email, and in person.
- Communicate effectively with patients, carers, and multidisciplinary teams.
- Handle sensitive and distressing information with professionalism and empathy.
Planning & Organisation
- Prioritise own and team workloads, adjusting to changing demands.
- Organise meetings, prepare agendas, take minutes, and distribute documentation.
- Maintain effective office systems and ensure secure storage of confidential files.
Leadership & Supervision
- Lead the local administration team, providing daily supervision and support.
- Conduct return-to-work interviews and manage performance issues.
- Assist with recruitment processes and staff development.
Information Management
- Maintain and update specialised databases and the Electronic Patient Record (RiO).
- Transcribe audio dictation and prepare correspondence.
- Provide data for audits and reports, ensuring accuracy and confidentiality.
Patient Care Support
- Respond to patient and relative queries, supporting appointment and clinic coordination.
- Attend complaint meetings and assist in drafting response letters.
Policy & Service Development
- Stay up to date with Trust policies and contribute to service improvements.
- Support training and knowledge sharing across the team.
Finance & Resources
- Manage petty cash, stationery orders, and invoices as required.
Working Conditions
- Regular use of VDU and advanced keyboard skills.
- Occasional travel to other Trust locations.
- Exposure to emotionally challenging situations and distressed individuals.
Job description
Job responsibilities
Communication & Relationships
- Act as a key contact for the locality, handling enquiries via phone, email, and in person.
- Communicate effectively with patients, carers, and multidisciplinary teams.
- Handle sensitive and distressing information with professionalism and empathy.
Planning & Organisation
- Prioritise own and team workloads, adjusting to changing demands.
- Organise meetings, prepare agendas, take minutes, and distribute documentation.
- Maintain effective office systems and ensure secure storage of confidential files.
Leadership & Supervision
- Lead the local administration team, providing daily supervision and support.
- Conduct return-to-work interviews and manage performance issues.
- Assist with recruitment processes and staff development.
Information Management
- Maintain and update specialised databases and the Electronic Patient Record (RiO).
- Transcribe audio dictation and prepare correspondence.
- Provide data for audits and reports, ensuring accuracy and confidentiality.
Patient Care Support
- Respond to patient and relative queries, supporting appointment and clinic coordination.
- Attend complaint meetings and assist in drafting response letters.
Policy & Service Development
- Stay up to date with Trust policies and contribute to service improvements.
- Support training and knowledge sharing across the team.
Finance & Resources
- Manage petty cash, stationery orders, and invoices as required.
Working Conditions
- Regular use of VDU and advanced keyboard skills.
- Occasional travel to other Trust locations.
- Exposure to emotionally challenging situations and distressed individuals.
Person Specification
Qualifications
Essential
- Diploma level/NVQ 3 in Business Administration or equivalent. ECDL or equivalent (or equivalent/working towards).
Desirable
- RSA Stage III or equivalent typing/word processing including audio typing. Level 3 Leadership & Management or willing to work towards. Supervision training.
Experience
Essential
- Experience of dealing with sensitive and distressing issues.Experience of dealing with multi-disciplinary teams and external agencies.Experience of using Microsoft Office packages e.g. Word, Excel and Outlook.Experience of setting up and maintaining office systems.
Additional Criteria
Essential
- Must be a car driver with a valid driving licence or have access to transport with appropriate business insurance in order to travel throughout the Trust, to meet the needs of the service.
Person Specification
Qualifications
Essential
- Diploma level/NVQ 3 in Business Administration or equivalent. ECDL or equivalent (or equivalent/working towards).
Desirable
- RSA Stage III or equivalent typing/word processing including audio typing. Level 3 Leadership & Management or willing to work towards. Supervision training.
Experience
Essential
- Experience of dealing with sensitive and distressing issues.Experience of dealing with multi-disciplinary teams and external agencies.Experience of using Microsoft Office packages e.g. Word, Excel and Outlook.Experience of setting up and maintaining office systems.
Additional Criteria
Essential
- Must be a car driver with a valid driving licence or have access to transport with appropriate business insurance in order to travel throughout the Trust, to meet the needs of the service.
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.
