Team Secretary - Apprenticeship Opportunity

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

Job summary

A healthcare provider in Rotherham seeks a compassionate Team Secretary for its Perinatal Mental Health Service. This part-time role involves providing administrative support, managing patient records, and serving as the first contact for patients and professionals. The ideal candidate should possess strong IT and communication skills, along with relevant qualifications. The role emphasizes discretion, patience, and effective customer service.

Qualifications

• Strong IT skills and comfortable using Microsoft Office packages.
• Ability to manage a busy office environment effectively.
• Experience in office procedures such as filing and photocopying.

Responsibilities

• Provide a confidential, quality administrative service to the Care Group.
• Maintain patient records and ensure accurate communication.
• Handle sensitive information with discretion and empathy.

Skills

IT skills in Microsoft Office Packages

Working in a busy office environment

Office procedures i.e. filing, photocopying, message taking

Education

English and Maths at level 2 or equivalent

NVQ level 2 in a related subject

NVQ level 3 in a related subject or willingness to undertake a Level 3 Apprenticeship

Job description

Job Summary

We are looking for a professional, motivated and caring individual to work 4 days a week within the Rotherham Perinatal Team as a Team Secretary. The post holder will provide an efficient, effective and confidential secretarial and administrative support service including all secretarial and administrative duties to the Perinatal Mental Health Service. You will be the first point of contact for patients, carers and professionals contacting the service. There will be times that the content of what you hear or read may be sensitive and emotive in nature and you will be required to take telephone calls from patients/carers that may be in a distressed state or in crisis.

Main duties of the job

• Provide a confidential, quality administrative service to an identified pathway within the Care Group.
• Display and maintain high levels of customer service at all times, ensuring all service users have a positive experience at their point of contact.
• Answer telephone calls as per agreed protocols.
• Communicate effectively, accurately and professionally, applying discretion and empathy where necessary, with written, telephone and face to face contact, with patients, visitors, other Trust staff and external agencies.
• Create and maintain up-to-date computerised patient records and recall systems on SystmOne.
• Update new referrals on to SystmOne. Maintain current referrals and end where advised to do so.
• Provide an efficient and timely photocopying and scanning service to the team.
• Maintain, scan and file paper records and information as appropriate, in line with records management principles.
• Assist in the production of high-quality documentation, using Microsoft Word and SystmOne, including confidential letters using appropriate equipment.
• Liaise between clients, professional staff and other multi-agency partners as required.
• Deal with telephone enquiries in a courteous and efficient manner, recording messages as per agreed systems and escalating as per protocols.

About Us

Rotherham Doncaster and South Humber NHS Foundation Trust (RDaSH) employ around 4,000 talented colleagues who are very much appreciated, valued, and respected. We have a wide portfolio which includes mental health, physical health, learning disability and drug and alcohol services. We are dedicated to the development of our people and hold a learning half day every month for our colleagues. We are passionate about enhancing the quality of our service and work hard to attract and select the right colleagues for our organisation. To find out more about working for RDaSH and the fantastic benefits we offer, visit our website: https://workwithrdash.co.uk/.

Details

• Date posted: 10 December 2025
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £24,937 to £26,598 a year per annum, pro rata
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: 376-RCGAO-0681-1
• Job locations: Perinatal Mental Health, 220 Badsley Moor Lane, Rotherham, S65 2QU

Job responsibilities

Before applying, please view the attached job description and person specification to view the full details about the role. We reserve the right to close the vacancy early if there are a high amount of applications.

Person Specification

Essential

• English and Maths at level 2 or equivalent (GCSE 9-4 or A*-C or functional skills level 2)
• NVQ level 2 or equivalent in a related subject
• NVQ level 3 in related subject or willingness to undertake a relevant Level 3 Apprenticeship
• IT skills in Microsoft Office Packages
• Working in a busy office environment
• Office procedures i.e. filing, photocopying, message taking

Desirable

• Supervising colleagues
• Utilising online patient record systems

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

Rotherham Doncaster and South Humber NHSFT
Perinatal Mental Health
220 Badsley Moor Lane
Rotherham
S65 2QU
Employer's website: https://www.rdash.nhs.uk/