Job summary
We are looking for a friendly, professional, and adaptable Administrator to join our Children and Young People's Therapy Service. This Band 2 post plays a key role in supporting the smooth running of our busy therapy teams across Somerset.
You'll be based in Wells but may be required to provide administrative and typing support to staff across Musgrove Park Hospital (MPH), Yeovil District Hospital (YDH), and the wider community teams.
This role is 22.5 hours per week, worked Wednesday to Friday, and we offer flexibility in how those hours are worked -- either as three full days or four shorter days to suit school runs and childcare commitments.
This is an ideal opportunity for someone with strong organisation and communication skills who thrives in a collaborative and caring environment.
Main duties of the job
- Provide effective administrative and typing support to the therapy teams, including the Team Manager, therapists, and booking office.
- Manage correspondence and incoming communications in a timely and professional manner.
- Act as the first point of contact for callers and visitors to the base, responding with empathy, professionalism and clear information.
- Receive and relay telephone messages, taking appropriate action where required.
- Accurately type clinical correspondence using audio and copy typing methods.
- Support the Podiatry booking office with administrative tasks as requested by the Administration Manager.
- Liaise with colleagues across the Trust to ensure timely access to patient information.
- Process urgent referrals and arrange outpatient appointments, ensuring follow-up is in place.
- Attend and contribute to team and Trust meetings as needed
About us
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.
Job description
Job responsibilities
This role provides essential administrative support to the Children and Young People's Therapy Service, including Speech and Language Therapy, Occupational Therapy, and Physiotherapy.
Key tasks include:
- Acting as a first point of contact for service users, carers and professionals both in person and over the telephone, managing enquiries with courtesy, sensitivity and professionalism.
- Supporting the single point of access and triage system to ensure appropriate and timely processing of referrals.
- Typing reports, letters and clinical documents, maintaining high levels of accuracy and confidentiality at all times.
- Managing and maintaining filing systems, post, supplies, and equipment in line with Trust policies.
- Using IT systems such as RiO, Microsoft Office and internal email to input and manage data efficiently.
- Assisting with the coordination of training sessions and meetings, including room bookings, materials and attendance tracking.
- Ensuring compliance with data protection and safeguarding policies and escalating concerns appropriately.
- Supporting audits, inventories, and day-to-day service operations as required by the Senior Base Administrator or Team Manager.
Flexibility is key to this role. As our services continue to develop, you may be asked to support teams in other locations, take on new tasks, or adjust priorities in line with service needs.
You will be a valued member of a warm and supportive team, helping to deliver outstanding care for children and young people across Somerset.
Job description
Job responsibilities
This role provides essential administrative support to the Children and Young People's Therapy Service, including Speech and Language Therapy, Occupational Therapy, and Physiotherapy.
Key tasks include:
- Acting as a first point of contact for service users, carers and professionals both in person and over the telephone, managing enquiries with courtesy, sensitivity and professionalism.
- Supporting the single point of access and triage system to ensure appropriate and timely processing of referrals.
- Typing reports, letters and clinical documents, maintaining high levels of accuracy and confidentiality at all times.
- Managing and maintaining filing systems, post, supplies, and equipment in line with Trust policies.
- Using IT systems such as RiO, Microsoft Office and internal email to input and manage data efficiently.
- Assisting with the coordination of training sessions and meetings, including room bookings, materials and attendance tracking.
- Ensuring compliance with data protection and safeguarding policies and escalating concerns appropriately.
- Supporting audits, inventories, and day-to-day service operations as required by the Senior Base Administrator or Team Manager.
Flexibility is key to this role. As our services continue to develop, you may be asked to support teams in other locations, take on new tasks, or adjust priorities in line with service needs.
You will be a valued member of a warm and supportive team, helping to deliver outstanding care for children and young people across Somerset.
Person Specification
Qualifications
Essential
- Good general standard of education to GCSE level or equivalent
Desirable
- Training in using RiO or other NHS systems
Experience
Essential
- Experience working in an administrative role or equivalent
- Ability to answer the phone and take/relay messages appropriately
- Basic IT skills, including use of Microsoft Office (e.g. Word, Excel, Outlook)
Additional Criteria
Essential
- Ability to manage own workload and meet deadlines
Person Specification
Qualifications
Essential
- Good general standard of education to GCSE level or equivalent
Desirable
- Training in using RiO or other NHS systems
Experience
Essential
- Experience working in an administrative role or equivalent
- Ability to answer the phone and take/relay messages appropriately
- Basic IT skills, including use of Microsoft Office (e.g. Word, Excel, Outlook)
Additional Criteria
Essential
- Ability to manage own workload and meet deadlines
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.
