Team Secretary

Welwyn Garden City, Hertfordshire
£27,485-30,162 per year
Permanent
Part-time

15 days ago

To lead in the provision of a comprehensive, professional, effective secretarial and administrative service within the specialist services division.The post holder is the first point of reference and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors. The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake duties without direct supervision, working within broad procedural guidelines. The worker will work closely with Head of Nursing, Deputy Head of Nursing, Clinical Director and the Operational Leads.Previous applicants need not apply.Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented.
To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
To use proficient internet skills to access, search and retrieve data.
To use touch typing, audio and shorthand skills as necessary in daily work
To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.

Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
To transcribe formal minutes of meetings and distribute and store/file as necessary.
To support the managers in the interview process, dealing with associated paperwork.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible

Responsible for a number of data bases and filing systems
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training

About usHertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:Welcoming. Kind. Positive. Respectful. Professional.DetailsDate posted19 August 2025Pay schemeAgenda for changeBandBand 4Salary£27,485 to £30,162 a year Dependant on experience, per ann, pro rata (Inclusive of 5% HCAS)ContractPermanentWorking patternPart-timeReference number367-SS-9377-BJob locationsRosanne House, Parkway, Welwyn Garden City Herts, AL8 6HGParkwayWelwyn Garden City HertsAL8 6HGJob descriptionJob responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented.
To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
To use proficient internet skills to access, search and retrieve data.
To use touch typing, audio and shorthand skills as necessary in daily work

To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
To transcribe formal minutes of meetings and distribute and store/file as necessary.
To support the managers in the interview process, dealing with associated paperwork.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible

Responsible for a number of data bases and filing systems
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training

Planning and Organisational Skills

To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To manage deadlines with unpredictable work patterns

To concentrate on completing tasks during periods of frequent interruption from staff and switching attention

To report and ensure equipment and environment faults are dealt with by relevant persons
To create, maintain and update filing systems.
To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams

Job descriptionJob responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented.
To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
To use proficient internet skills to access, search and retrieve data.
To use touch typing, audio and shorthand skills as necessary in daily work

To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
To transcribe formal minutes of meetings and distribute and store/file as necessary.
To support the managers in the interview process, dealing with associated paperwork.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible

Responsible for a number of data bases and filing systems
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training

Planning and Organisational Skills

To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To manage deadlines with unpredictable work patterns

To concentrate on completing tasks during periods of frequent interruption from staff and switching attention

To report and ensure equipment and environment faults are dealt with by relevant persons
To create, maintain and update filing systems.
To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams

Person SpecificationQUALIFICATIONS/EDUCATION/TRAININGEssential

NVQ 3 or equivalent
Advanced keyboard skills
Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
Good working knowledge of email and internet
Proficient knowledge of PARIS
Good standard of English
Numerate
ECDL qualification
Advanced secretarial skills such as audio and shorthand
At least 2/3 years experience in a secretarial environment
Experience in a mental health environment or NHS

SKILLS/KNOWLEDGE/ABILITYEssential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
Specified guidelines where guidance is not readily available, but at set intervals
Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
Experience of transcribing formal minutes of meetings
Experience of supervising and training others
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

Person SpecificationQUALIFICATIONS/EDUCATION/TRAININGEssential

NVQ 3 or equivalent
Advanced keyboard skills
Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
Good working knowledge of email and internet
Proficient knowledge of PARIS
Good standard of English
Numerate
ECDL qualification
Advanced secretarial skills such as audio and shorthand
At least 2/3 years experience in a secretarial environment
Experience in a mental health environment or NHS

SKILLS/KNOWLEDGE/ABILITYEssential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
Specified guidelines where guidance is not readily available, but at set intervals
Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
Experience of transcribing formal minutes of meetings
Experience of supervising and training others
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

NHS

Apply Now