Secretary (Band 3)

To work as part of the team providing comprehensive secretarial/reception services including telephone duties, typing, filing, dealing with incoming and outgoing mail, arranging appointments, ordering of goods, petty cash, and generally assisting in the co-ordination of the smooth running of the team as a whole.

Collaborating with others to achieve shared goals. Communicate clearly and appropriately.Working together to overcome challenges. Ask for help and always assist those in need. Thank colleagues for their contributions and celebrate shared successes.
- To provide the first line contact for calls coming in to the team, taking appropriate information prior to the involvement of a clinical staff member.
- To provide a point of contact, ensuring effective communications and courtesy at all times.
- Maintenance of administrative files and records of referrals, attendances and discharges.
- Maintenance of client files - ensuring confidentiality.
- Ordering and maintaining stocks of stationery, supplies etc.
- To type reports, letters, minutes and forms etc, using the computer, maintaining accuracy, appropriate layout and presentation.
- To assist with entering data, using the Trust’s computer network, regarding appointments, day treatment sessions, admissions, discharges, etc.
- To take initiative where necessary, prioritising the workload to ensure deadlines are met.
- To assist with the provision of secretarial cover in the event of sickness absence and annual leave.
- If required, to attend meetings, taking notes and carrying out any action requested.
- Support with welcoming and induction of new staff into the team as required including those helping on a short term basis.

As an organisation, the NHS offers a wide range of benefits including flexible working, pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.

The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone’s throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.

There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will experience the best of both in Somerset, the countryside and the cosmopolitan - there is truly something for everyone
- To provide the first line contact for calls coming in to the team, taking appropriate information prior to the involvement of a clinical staff member.
- To organise and maintain a room booking system for meetings and appointments for various professional team members.
- To provide a point of contact, ensuring effective communications and courtesy at all times.
- Maintenance of administrative files and records of referrals, attendances and discharges.
- Maintenance of client files - ensuring confidentiality.
- Petty cash transactions, ensuring Standing Financial Instructions are complied with.
- Ordering and maintaining stocks of stationery, supplies etc.
- To arrange for building and equipment maintenance and repairs to be carried out as instructed by the person responsible for the building.
- To devise, implement and maintain effective and efficient office systems including filing, post, diaries, petty cash, patient monies, etc.
- To type reports, letters, minutes and forms etc, using the computer, maintaining accuracy, appropriate layout and presentation.
- To assist with entering data, using the Trust’s computer network, regarding appointments, day treatment sessions, admissions, discharges, etc.
- To assist in ensuring relevant files, papers, refreshments, etc are available for meetings.
- To take initiative where necessary, prioritising the workload to ensure deadlines are met.
- To maintain confidentiality and to ensure working practices are secure.
- To compile standard letters as required.
- To assist with the provision of secretarial cover in the event of sickness absence and annual leave.
- If required, provide assistance, in the management and storage of patient records.
- If required, to take responsibility for maintaining a small record storage area in their work place.
- If required, to attend meetings, taking notes and carrying out any action requested.
- Provide cross cover for colleagues during periods of absence, acting up and down when required.
- Support with welcoming and induction of new staff into the team as required including those helping on a short term basis.
- Adhere to all Trust policy procedure and guidelines.
- Attend training courses as agreed with the Unit Manager.