Job Description

The closing date is 5th Jun 2025

Anticipated Interview date(s) 13/06/2025

Job summary

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We are looking for a dedicated and patient-focused Senior Secretary to join our Learning Disabilities Team on a part-time basis.

This is a rewarding role supporting our Consultant Psychiatrist, Associate Specialists, and other allied health professionals. You'll play a key part in ensuring the smooth running of the service by providing efficient and proactive secretarial support.


We're looking for someone who can work both independently and as part of a team, takes initiative, and is committed to delivering excellent care through high-quality administration. If you have strong IT and typing skills and a passion for patient-focused work, we would love to hear from you.

Main duties, tasks & skills required

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Provide comprehensive secretarial and administrative support to the Consultant Psychiatrist and wider clinical team Lead and supervise Band 3 secretarial staff within the locality Manage diaries, type correspondence (including clinical letters, reports and referrals), and organise meetings Maintain accurate and confidential patient records on RiO and other Trust systems Liaise with service users, carers, and external agencies with professionalism and discretion Act as a key point of contact for telephone and written enquiries, demonstrating sensitivity when dealing with vulnerable individuals Coordinate annual leave and sickness cover for the admin team with support from the Admin Lead Support with recruitment, induction, and ongoing mentoring of junior admin staff Contribute to audits, service improvement, and information gathering for the team

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

-------------------


This is a varied and rewarding role requiring a high level of professionalism, initiative, and emotional resilience. As Senior Secretary, you will:

Supervise and support the day-to-day work of Band 3 administrators, providing regular 1:1s and appraisals Lead on diary coordination, document production, and clinic administration to ensure smooth service delivery Handle sensitive and confidential patient information with care and in line with GDPR and Trust policies Communicate effectively with clinicians, external agencies, and members of the public, managing distressing or challenging situations calmly Maintain and update specialist databases, track clinical activity, and provide performance data where required Support the Consultant and wider team with complaints processes, minute-taking for meetings, and arranging appointments Work closely with the Admin Lead to identify training needs, provide mentorship, and ensure the team functions effectively during periods of absence or change Be flexible and adaptable, willing to travel occasionally to other Trust sites or provide cross-cover if required

Person specification

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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


Supervision training.


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Experience

####

Essential

Audio Typing experience and/or ability to take dictation


Experience of dealing with sensitive and distressing issues




###

Additional Criteria

####

Essential

In depth knowledge of and experience of advanced use of Microsoft Office applications, namely Word, Excel, Access and Powerpoint and also Outlook email system.


###

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.


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For help with your application, contact:

Charlotte Morrison


charlotte.morrison2@somersetft.nhs.uk


01749836600


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Pay scheme

Agenda for Change


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Band

Band 4


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Salary

26530.00 to 29114.00 Yearly
###

Contract

Permanent


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Working pattern

Part-Time


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Reference number

184-OL-GR-2586


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Job locations

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN