Support Service Team Secretary

Job overview

As a Band 3 Support Service Team Secretary within the Gender Identity Service, you will provide efficient and effective secretarial and administrative support to the multidisciplinary team, working under the direction of the team coordinator. Your role involves daily interaction with service users, staff, and external partners, handling sensitive information in line with NHS confidentiality standards, and delivering a customer-focused meet and greet service. You will be responsible for managing communications, maintaining accurate records, supporting meetings, and ensuring the smooth operation of office systems, all while demonstrating excellent organisational and communication skills.

You will be expected to work collaboratively within the team, adapt to new systems and procedures, and contribute to the ongoing development of best practice. The role requires flexibility, attention to detail, and the ability to prioritise tasks in a busy environment. You will also support the implementation of Trust policies, participate in personal development and training, and uphold the values of the Leeds and York Partnership NHS Foundation Trust, including a commitment to equality, diversity, and safeguarding.

Main duties of the job

Secretarial and Administrative Support: Provide efficient secretarial and administrative services to the multidisciplinary team, including managing communications, maintaining records (both electronic and manual), and supporting meetings by taking minutes and organising appointments.

Customer Service and Communication: Act as the first point of contact for service users, carers, visitors, and staff, delivering a customer-focused meet and greet service. Handle confidential and sensitive information in line with NHS standards, and respond to telephone and face-to-face enquiries professionally.

Teamwork and Collaboration: Work closely with the team coordinator and other administrative staff, participating in meetings, peer networking, and supporting colleagues to ensure the smooth running of the service. Provide cover for colleagues as needed.

Information Management: Maintain accurate and up-to-date records, input data into Trust systems, and support the implementation of new office systems and procedures. Ensure compliance with information governance and data quality standards.

Organisational and Planning Skills: Prioritise workload, manage backlogs, and support the coordination of appointments, meetings, and transport. Maintain office supplies and ensure the work area is fit for purpose.

Detailed job description and main responsibilities

Main Duties Continued:

Policy, Procedures, and Compliance: Adhere to Trust policies, including health and safety, equality and diversity, safeguarding, and infection control. Participate in personal development, mandatory training, and contribute to the implementation of best practice.

Financial and Resource Responsibilities: Observe Trust financial policies, assist with petty cash and procurement processes, and report any issues to the team coordinator.

We recruit people based on their values and qualifications (where required) and believe that their lived experience is an advantage, this means that together we are as diverse as the communities we care for. Simply put, when we employ caring people who act with integrity and have the right skills, we can give those with mental health challenges, learning disabilities and neurodiversity high-quality care and support to live fulfilling lives, and make our staff feel purposeful, happy and valued.

All our information is available in accessible formats. Please contact the Recruitment team [email protected]  Attached to this advert is our candidates guide to values-based recruitment and supporting guidance on how to make a successful application.

If you require a reasonable adjustment, please contact the Recruitment Team or see the attached candidate guide to reasonable adjustments.

To find out more about the key responsibilities and the specific skills and experience you’ll need, look at the Job Description & Person Specification attachments under the Supporting Documents heading.

So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the Candidate Guide to Values Based Recruitment. This document provides you with information to help you apply.

For informal enquiries please contact either:

Kirsten Baulk / 07976725418/ [email protected]

Vikki Thompson / 07989412742 / [email protected]