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Somerset NHS Foundation Trust

Team Secretary

The closing date is 09 February 2026

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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 part-time position is ideal for someone passionate about delivering high quality patient care and providing essential administrative support within a busy mental health service.

As a key member of the STEP team, you will play a vital role in supporting clinicians and allied health professionals by ensuring the smooth running of day to day administrative processes. We are looking for someone who is proactive, well organised, and able to work both independently and collaboratively. If you are a motivated and reliable individual seeking a rewarding role in mental health services, we would love to hear from you.

Main duties of the job

  • Act as the first point of contact for incoming telephone calls, taking accurate information and directing enquiries appropriately.
  • Provide comprehensive secretarial support including audio typing, preparing letters, reports, minutes and maintaining high standards of accuracy and presentation.
  • Manage incoming and outgoing post and email communications on a daily basis.
  • Maintain administrative systems, including filing, room bookings, diaries, and stationery supplies.
  • Ensure patient information is managed in line with confidentiality, GDPR and Trust policies.
  • Support clinicians by organising appointments, preparing documents, and ensuring information is available for meetings.
  • Assist with petty cash transactions and ordering of goods.
  • Provide crosscover for colleagues during absence and help support the induction of new staff.
  • Attend team meetings, take notes when required, and undertake actions allocated.

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.

Details

Date posted

26 January 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Part-time

Reference number

184-OL-GR-3594

Job locations

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN


Job description

Job responsibilities

As the Secretary for the Somerset Team for Early Psychosis (STEP), you will contribute to the effective functioning of the service by delivering highquality administrative and reception support. Your responsibilities will include:

Communication and Front of House Duties

Provide courteous and effective communication with service users, carers, colleagues and external agencies.

Handle complex or sensitive calls with professionalism, including calls from distressed individuals.

Maintain confidentiality and ensure secure handling of patient information at all times.

Administrative Support

Produce accurate correspondence including letters, reports, forms and minutes through audio and copy typing.

Maintain electronic and paperbased patient records, ensuring data is up to date, accurate and compliant with Trust policies and GDPR.

Support the monitoring of referrals, appointments, attendances and discharges using Trust systems.

Assist in coordinating meeting rooms, diaries and team schedules.

Office Management

Manage stock levels of stationery and office supplies, placing orders as needed.

Maintain filing systems, office procedures and effective organisational processes that support the smooth running of the service.

Coordinate building or equipment maintenance requests as advised.

Team Support and Collaboration

Provide administrative cover to support colleagues during absence, ensuring continuity of service.

Support new starter inductions and contribute to a welcoming and collaborative team environment.

Participate in staff and multidisciplinary meetings when required.

Professional Responsibilities

Adhere to Trust policies including safeguarding, confidentiality, data protection, infection control, and health and safety.

Engage in relevant training and development opportunities to enhance skills and maintain high performance.

Contribute to continuous service improvement and uphold the Trust's values of Outstanding Care, Listening and Leading, and Working Together.

Job description

Job responsibilities

As the Secretary for the Somerset Team for Early Psychosis (STEP), you will contribute to the effective functioning of the service by delivering highquality administrative and reception support. Your responsibilities will include:

Communication and Front of House Duties

Provide courteous and effective communication with service users, carers, colleagues and external agencies.

Handle complex or sensitive calls with professionalism, including calls from distressed individuals.

Maintain confidentiality and ensure secure handling of patient information at all times.

Administrative Support

Produce accurate correspondence including letters, reports, forms and minutes through audio and copy typing.

Maintain electronic and paperbased patient records, ensuring data is up to date, accurate and compliant with Trust policies and GDPR.

Support the monitoring of referrals, appointments, attendances and discharges using Trust systems.

Assist in coordinating meeting rooms, diaries and team schedules.

Office Management

Manage stock levels of stationery and office supplies, placing orders as needed.

Maintain filing systems, office procedures and effective organisational processes that support the smooth running of the service.

Coordinate building or equipment maintenance requests as advised.

Team Support and Collaboration

Provide administrative cover to support colleagues during absence, ensuring continuity of service.

Support new starter inductions and contribute to a welcoming and collaborative team environment.

Participate in staff and multidisciplinary meetings when required.

Professional Responsibilities

Adhere to Trust policies including safeguarding, confidentiality, data protection, infection control, and health and safety.

Engage in relevant training and development opportunities to enhance skills and maintain high performance.

Contribute to continuous service improvement and uphold 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.Audio Typing.

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.

Desirable

  • Experience of contact with users of mental health services.

Additional Criteria

Essential

  • Excellent interpersonal and communication skills (written and verbal).Good problem solving skills and patience.Ability to recognise and manage challenging situations in a calm and professional manner
Person Specification

Qualifications

Essential

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

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.

Desirable

  • Experience of contact with users of mental health services.

Additional Criteria

Essential

  • Excellent interpersonal and communication skills (written and verbal).Good problem solving skills and patience.Ability to recognise and manage challenging situations in a calm and professional manner

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

Somerset NHS Foundation Trust

Address

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN


Employer's website

https://www.somersetft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Somerset NHS Foundation Trust

Address

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN


Employer's website

https://www.somersetft.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Hiring Manager

Alix Higgins

alexandra.higgins@somersetft.nhs.uk

07554415639

Details

Date posted

26 January 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Part-time

Reference number

184-OL-GR-3594

Job locations

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN


Supporting documents

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