Team Secretary - Admin Support

NHS; West Midlands; On-site; GBP 24,000 - 27,000; Part time

Job summary

A regional health service provider is seeking a part-time Band 3 Team Secretary to join their administration team in West Midlands. This role involves delivering essential administrative support to clinical teams, requiring excellent communication and organisational skills. The candidate will manage patient bookings, handle correspondence, and utilize IT tools for documentation. With competitive salary and a supportive work environment, this position is ideal for those with prior administrative experience in healthcare.

Benefits

Generous annual leave entitlement

Excellent learning and development opportunities

Salary sacrifice schemes for gym membership

Wellbeing support services

Qualifications

• Experience in providing administrative support in a healthcare setting.
• Knowledge of Microsoft Office systems is essential.
• Ability to maintain confidentiality in medical administrative tasks.

Responsibilities

• Provide comprehensive administrative and secretarial support for medical teams.
• Handle patient booking/rescheduling and communication.
• Generate letters using digital dictation.

Skills

Excellent communication skills

Organisational skills

Advanced keyboard/IT skills

Ability to manage workload

Sympathy and compassion

Education

Good General Education (e.g., GCSE English and Maths A-C)

Tools

Microsoft Office

CareNotes/SystmOne

Big Hand dictation

Job description

Job Summary

Band 3 Team Secretary: 15 hrs/week

Working Pattern – 9am to 5pm, Wednesday's & Friday's.

An exciting opportunity has arisen for an individual with excellent communication and organisational skills to join our South Warwickshire Community administration team within Coventry and Warwickshire Partnership Trust.

You will be based at Stratford Health Centre supporting our Community Adult Mental Health and Older Adult & Dementia Services who deliver clinical out‑patient and home treatment care to the local Warwickshire communities.

Who we're Seeking

We’re looking for applicants with previous admin experience to join our small admin team in providing excellent secretarial service to our clinical teams, supporting the growing demand for provision of care within adult mental health services.

You will need to be friendly and approachable with effective communication skills, able to build good working relationships within a fast‑paced environment. As well as being a team player, you will need to demonstrate sensitivity and confidentiality due to the nature of our services, work autonomously and promote a flexible approach and strong work ethic to prioritise, multi‑task, and delegate.

Main duties of the job

You will provide a comprehensive and accurate administrative and secretarial service for the clinical/medical teams. This includes letter generation using digital dictation (Big Hand), e‑mail communications, booking/rescheduling patient appointments, accurate data inputting onto electronic patient records system (CareNotes / SystmOne), scanning, printing, uploading, answering complex telephone queries and exercising judgement to work unsupervised and meet deadlines.

You will also be required to support the Medical Secretaries and provide cover in their absence, as well as working flexibly with other admin colleagues to support our outpatient’s reception team when necessary.

About Us

At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.

We put ‘people at our heart’; this ethos is at the centre of everything we do. We care for our staff and colleagues as much as others care for services and offer a wide range of benefits and development opportunities.

• Generous annual leave entitlement which increases during your time with us
• Excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
• Salary sacrifice schemes for lease car/vehicle, Cycle to Work, home and electronics, gym membership and more
• Discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
• Wellbeing support, including an in‑house counselling service, external helpline and more
• Staff networks and support group

We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.

Details

• Date posted: 27 October 2025
• Pay scheme: Agenda for change
• Band: 3
• Salary: £24,937 to £26,598 a year pa pro rata
• Contract: Permanent
• Working pattern: Part‑time
• Reference number: 444‑7575270‑MH
• Job locations: Stratford Health Centre, Arden Street, Stratford Upon Avon, CV37 6NQ

Job responsibilities

Skills and Experience: Knowledge and experience of Microsoft Office systems is essential; training will be provided for in‑house systems such as CareNotes/SystmOne and Big Hand dictation. Previous administration/secretarial skills are required along with excellent communication and IT skills.

Although based at our Stratford Health Centre, you may need to travel to support service delivery at our Leamington site or attend training; travel expenses will be paid.

Person Specification

Essential Qualifications

• Good General Education (e.g., GCSE English and Maths A‑C)

Desirable Qualifications

• QCF Business Administration Level 2
• QCF Customer Service Level 2

Knowledge and Skills

• Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Advanced keyboard / IT skills including audio typing
• Ability to manage and prioritise own and others’ workload and use own initiative
• Ability to deal professionally with enquiries from staff, service users and stakeholders
• Understand confidentiality and apply principles in everyday working practice

Desirables

• Good knowledge and understanding of reception / office procedures
• Ability to maintain relevant recording and information systems

Experience

• Experience working with a range of Microsoft Office packages (Word, Excel, Outlook, PowerPoint, Access)

Additional Desirables

• Previous or Current Secretarial Experience
• Previous or Current NHS admin experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it is necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

Employer details

Coventry and Warwickshire Partnership Trust

Stratford Health Centre, Arden Street, Stratford Upon Avon, CV37 6NQ

Website: https://www.covwarkpt.nhs.uk/