Senior Secetary

NHS; Yeovil; On-site; GBP 26,000 - 30,000; Part time

Job summary

An opportunity for a dedicated Senior Secretary to join the Learning Disabilities Team at a leading NHS trust. The role involves supporting healthcare professionals in delivering high-quality patient care through comprehensive administrative support. This part-time position offers a chance to work in an inclusive environment while benefiting from flexible working options, an NHS pension scheme, and opportunities for career development.

Benefits

Flexible working options

NHS pension scheme

Generous annual leave allowance

Career development opportunities

Blue Light Card discounts

Qualifications

• Experience in audio typing and managing sensitive issues essential.
• Advanced knowledge in Microsoft Office applications including Word, Excel, and Outlook.
• Diploma in Business Administration or equivalent qualification required.

Responsibilities

• Provide administrative support to clinical teams and manage patient records.
• Supervise and mentor junior team members, ensuring effective team performance.
• Handle sensitive information with discretion, maintaining confidentiality in line with GDPR.

Skills

Audio Typing

Administration

Customer Care

Confidentiality

Microsoft Office

Education

Diploma level/NVQ 3 in Business Administration

ECDL or equivalent

Job description

Job summary

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

29 May 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.

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)