Team Secretary (Liaison and Diversion Service)

In this pivotal role, you'll be the heartbeat of our team, providing the organisational support that ensures smooth and effective delivery of vital services. You'll act as the first point of contact, coordinating the team's efforts and directly supporting those in need. Key responsibilities include managing calls, processing referrals, assisting with data collection, and supporting our information-sharing efforts with the police and court systems.

• Scheduling appointments and logging referrals.
• Handling incoming/outgoing mail and managing petty cash.
• Updating computer systems, compiling reports, and typing (including audio transcription).

Communication & Interpersonal Skills

• Act as a main point of contact, handling enquiries via phone, email, and in person with professionalism and sensitivity.
• Liaise regularly with clients, carers, multidisciplinary teams, and external agencies.
• Provide support to distressed clients or carers, using tact and reassurance.
• Maintain strict confidentiality in all interactions and documentation.

Administrative & Secretarial Support

• Provide comprehensive secretarial support, including typing confidential correspondence and reports.
• Maintain accurate and secure client records, including electronic patient records (e.g. RiO).
• Organise meetings, manage diaries, prepare papers, and take minutes.
• Assist with recruitment, induction, and appraisals.

Planning & Organisation

• Prioritise and manage own workload, ensuring urgent tasks are addressed promptly.
• Support the team in managing appointment bookings, clinics, and group sessions.
• Ensure effective office systems are maintained and updated.

Analytical & IT Responsibilities

• Handle frequent interruptions while maintaining focus on detailed tasks such as reporting and minute-taking.
• Use and manage specialised databases and Trust information systems.
• Input and retrieve data related to caseloads, referrals, and appointments accurately and efficiently.

Patient/Client Care Support

• Respond to and resolve queries from patients, relatives, and staff.
• Work with clinical teams to manage patient access and appointment scheduling.
• Handle patient-related documentation with discretion and care.

Policy, Service & Quality Improvement

• Keep up to date with Trust policies and procedures.
• Support audit processes and contribute to service improvements.
• Ensure compliance with confidentiality and data protection standards.

Financial & Resource Responsibilities

• Handle petty cash, order supplies, manage invoices, or assist with client property, where required.
• Leadership & Professionalism
• Serve as a positive role model, promoting Trust values.
• Be flexible and support team members as needed across the service.

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.

Essential: - Level III Word Processing or Typing qualification; - NVQ Level 3 Business Administration or willing to work towards.

Desirable: - Audio Typing

Essential: - Previous administrative experience.; - Experience of setting up and maintaining office systems and procedures that support smooth running of the department.

Desirable: - Experience of working within mental health services.

Essential: - Hold a full driving license and have access to transport that will allow for travel to required bases / meetings