Job Description

The closing date is 26th Oct 2025

Anticipated Interview date(s) 4th November

Job summary

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


We are seeking a highly organised and proactiveSenior 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, tasks & skills required

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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

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

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.

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.

For help with your application, contact:

Sarah Barfoot


Sarah.Barfoot@somersetft.nhs.uk


07442820131

Pay scheme

Agenda for Change

Band

Band 4

Salary

27485.00 to 30162.00 Yearly

Contract

Fixed Term

Duration

9 Month(s)

Working pattern

Part-Time

Reference number

184-OL-GR-3244

Job locations

Summerlands

56 Preston Road

Yeovil

Somerset

BA20 2BN