Job Description

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 of the job

• 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.
Details
Date posted
26 June 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
26,530 to 29,114 a year
Contract
Permanent
Working pattern
Part-time
Reference number
184-OL-GR-2586
Job locations
Summerlands
56 Preston Road
Yeovil
Somerset
BA20 2BN
Job description
Job responsibilities
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

Job description
Job responsibilities
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
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.

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.

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
• Supervision training.

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.