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Job overview
Part time 18.75 hours per week. Band 3 Team Secretary Position based at Swanswell Point Coventry.
We are seeking an experienced secretary, who is organised, friendly, approachable, and self-motivated, to join our small admin team in providing secretarial services to our clinical teams within our adult mental health community services.
Possessing excellent communication skills both written and verbal is essential, alongside proven secretarial skills and the ability to multitask within a fast-paced environment.
You will need to be a team player and demonstrate sensitivity and confidentiality, due to the nature of our service, with the ability to work autonomously and have a strong work ethic with the flexibility to prioritise a varied workload.
Main duties of the job
Working alongside your admin colleagues, you will provide comprehensive administrative and secretarial services to our clinical and medical teams. You will be required to produce accurate letters and reports via our digital dictation system (Bighand), correspond effectively via e-mail communications and arrange/re-schedule patient clinic appointments.
Using our electronic patient record system (SystmOne) you will need to produce accurate data inputting as well as scan, print and upload various correspondence.
Being able to demonstrate empathy and maintain confidentiality is also essential, as you will be required to answer complex telephone queries, where you will need to respond professionally to enquiries both internally and externally and possess the ability to exercise judgement and problem solve quickly.
You will be supporting our Medical Secretaries with providing cover in their absence, as well as working flexibly with your admin colleagues, to provide cross cover for our community outpatient’s reception, where necessary.
Detailed job description and main responsibilities
Knowledge and experience of Microsoft Office systems is essential, whilst training will be provided for our in-house systems such as SystmOne (Electronic Patient Record system) and Big Hand (Digital Dictation system) etc.
Your key responsibilities will be varied but you will need to have a good understanding and proven experience in providing administrative and secretarial services, possess excellent communications and IT skills.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
Person specification
Essential
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 2
- QCF Customer Service Level 2
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other’s workload and use own initiative
- Ability to audio-type
- Understanding of working in a supervisory role
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
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Applying for this NHS job
This advert is for Team Secretary with Coventry and Warwickshire Partnership NHS Trust in Coventry, Midlands, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 Per Annum Pro Rata. The contract type is Permanent. The application deadline is 03 Aug 2026.
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