Team Secretary (Liaison and Diversion Service)

Job description

Job responsibilities

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.

Person Specification

Qualifications

Essential

• Level III Word Processing or Typing qualification
• NVQ Level 3 Business Administration or willing to work towards.

Desirable

• Audio Typing

Experience

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.

Additional Criteria

Essential

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

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

Broadway House

Broadway Park

Bridgwater

Somerset

TA6 5LX

United Kingdom

Employer's website

https://www.somersetft.nhs.uk/