Job summary
We are looking to recruit a proactive and motivated Secretary to join our Specialist Psychological Interventions (SPI) team. This is an exciting opportunity for someone with a passion for highquality customer care who enjoys working in a dynamic, supportive, and varied environment.
In this parttime role (30 hours per week), you will provide comprehensive secretarial and administrative support to the SPI admin team, consultants, associate specialists and other allied health professionals. The ideal candidate will be able to use their own initiative, work confidently both independently and as part of a team, and will feel comfortable approaching others for guidance when needed.
Excellent IT and typing skills are essential, along with a helpful, professional manner when supporting service users, carers, colleagues and external partners.
If you think you are the right person for this role, we would love to hear from you.
Main duties of the job
- Provide a first point of contact for incoming telephone calls, taking accurate information and signposting appropriately
- Deliver high quality secretarial support including audio typing, letter production, reports, minutes and general correspondence
- Manage incoming and outgoing communication via post and email, ensuring prompt distribution
- Maintain accurate client files, records of referrals, attendances and discharges, ensuring confidentiality at all times
- Organise appointment and room bookings for a range of clinicians and meetings
- Support the smooth running of the office, including ordering supplies, petty cash handling and arranging equipment repairs
- Assist with data entry on Trust systems including appointments, admissions and discharges
- Take minutes and produce draft notes where required
- Provide cover for colleagues during periods of absence and contribute to new staff induction
- Ensure compliance with Trust policies, procedures, confidentiality requirements, and information governance standards
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
Secretarial & Administrative Support
Provide comprehensive secretarial and reception services, including typing (audio and standard), filing, mail handling, and correspondence management
Maintain effective office systems such as filing structures, diaries, post logs, petty cash records and patient documentation
Ensure accuracy, high quality presentation and timely completion of typed materials including clinic letters, reports, meeting minutes and forms
Communication & Customer Care
Act as a key first point of contact for service users, relatives, carers and external agencies, ensuring effective and courteous communication at all times
Support distressed or anxious callers with tact and professionalism, escalating appropriately to clinical staff when required
Liaise with colleagues across departments, outside organisations and within the wider Trust to support smooth service delivery
Office & Service Coordination
Maintain room booking systems and coordinate scheduling for clinicians, meetings and appointments
Oversee ordering of stationery and supplies, checking stock levels and ensuring essential materials are available
Arrange building or equipment maintenance requests as directed
Prepare agendas, paperwork and refreshments for meetings where required
Information Governance & Record Keeping
Ensure all electronic and paper records are maintained in line with Trust policy, GDPR requirements and confidentiality rules
Enter and update patient data accurately on Trust systems including referrals, attendances, admissions and discharges
Participate in maintaining a safe, secure and compliant office environment, including adherence to health and safety procedures
Team Support & Development
Provide crosscover for colleagues during sickness and annual leave, supporting consistent administrative provision
Assist with the induction of new staff and temporary team members
Attend training courses relevant to the role and engage with CPD as required by the service
Job description
Job responsibilities
Secretarial & Administrative Support
Provide comprehensive secretarial and reception services, including typing (audio and standard), filing, mail handling, and correspondence management
Maintain effective office systems such as filing structures, diaries, post logs, petty cash records and patient documentation
Ensure accuracy, high quality presentation and timely completion of typed materials including clinic letters, reports, meeting minutes and forms
Communication & Customer Care
Act as a key first point of contact for service users, relatives, carers and external agencies, ensuring effective and courteous communication at all times
Support distressed or anxious callers with tact and professionalism, escalating appropriately to clinical staff when required
Liaise with colleagues across departments, outside organisations and within the wider Trust to support smooth service delivery
Office & Service Coordination
Maintain room booking systems and coordinate scheduling for clinicians, meetings and appointments
Oversee ordering of stationery and supplies, checking stock levels and ensuring essential materials are available
Arrange building or equipment maintenance requests as directed
Prepare agendas, paperwork and refreshments for meetings where required
Information Governance & Record Keeping
Ensure all electronic and paper records are maintained in line with Trust policy, GDPR requirements and confidentiality rules
Enter and update patient data accurately on Trust systems including referrals, attendances, admissions and discharges
Participate in maintaining a safe, secure and compliant office environment, including adherence to health and safety procedures
Team Support & Development
Provide crosscover for colleagues during sickness and annual leave, supporting consistent administrative provision
Assist with the induction of new staff and temporary team members
Attend training courses relevant to the role and engage with CPD as required by the service
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.
Desirable
- Experience of contact with users of mental health services.
Additional Criteria
Essential
- Knowledge and experience of Microsoft Office Packages
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.
Desirable
- Experience of contact with users of mental health services.
Additional Criteria
Essential
- Knowledge and experience of Microsoft Office Packages
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.
