Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Fixed term: 10 months (Maternity Cover)
- Hours
- Part time - 30 hours per week
- Job ref
- 367-SS-10115
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- The Health and Wellbeing Centre, 39-41 The Marlowe's, Hemel Hempstead, HP1 1LD
- Town
- Hemel Hempstead
- Salary
- £28,860 - £31,671 per annum pro rata (Inclusive of 5% HCAS)
- Salary period
- Yearly
- Closing
- 22/03/2026 23:59
Employer heading
Team Administrator
Band 4
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
Job overview
Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.
The Mental Health Services for Older People team in North West Hertfordshire provides community-based support for individuals aged 65 and over. We are seeking a friendly, organised, and proactive Team Secretary (Band 4) to join us on a 10‑month fixed‑term maternity cover contract.
In this key administrative role, you’ll help ensure the smooth running of the service by supporting clinicians, coordinating day‑to‑day operations, and maintaining high‑quality administrative processes. Your work will directly contribute to delivering the best possible care for our service users and their carers.
We’re looking for someone who is approachable, detail‑focused, and a true team player with a positive attitude. If you enjoy supporting others and thrive in a busy, meaningful environment, we’d be delighted to hear from you.
Main duties of the job
The role provides essential secretarial and administrative support to the Mental Health Services for Older People team, ensuring the smooth daily operation of the service in Hemel Hempstead. It involves acting as a professional and approachable point of contact for service users, families, carers, and colleagues, while managing all incoming communication and directing queries appropriately.
The post holder produces accurate, high‑quality written documents and maintains information systems with careful attention to data quality, confidentiality, and Trust policies.
They coordinate diaries, appointments, and meetings for clinicians, ensuring all required information is prepared in advance, and manage routine administrative tasks such as scanning, filing, uploading documents, and maintaining electronic records. The role requires working independently, prioritising tasks effectively, and staying organised in a fast‑paced environment. It also contributes to team problem‑solving, supports improvements to administrative processes, and helps maintain a positive, collaborative working atmosphere.
All duties are carried out with sensitivity, confidentiality, and in line with service expectations under the guidance of the management team.
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission.
Our family of over 4,500 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.
Detailed job description and main responsibilities
The post holder will provide high‑quality, comprehensive administrative support to the Team Leader and the wider Mental Health Services for Older People team, ensuring the smooth and efficient coordination of daily operational activities. Working within a specialist community mental health service, the post holder will contribute to the delivery of safe, effective, and responsive care for older adults, their carers, and partner agencies.
A key aspect of the role involves the effective management of referrals and the accurate recording of key performance indicator (KPI) data. The post holder will be responsible for processing incoming referrals, maintaining up‑to‑date records, monitoring caseload activity, and supporting the team in meeting performance and reporting requirements. They will also coordinate appointments, manage clinical correspondence, and ensure that all administrative processes are completed in a timely and professional manner.
The post holder will lead on data collection, reporting, and monitoring processes, ensuring that information systems are maintained to a high standard and that data quality requirements are consistently met. This includes supporting the team with the preparation of reports, audits, and service information as required.
Effective communication is central to the role. The post holder will liaise with colleagues across the multidisciplinary team, as well as with service users, carers, and external professionals. They will provide clear information, advice, and support, maintaining a calm, professional, and compassionate approach at all times. The role requires the ability to handle sensitive and confidential information with discretion and to respond appropriately to enquiries, often in a fast‑paced and pressured environment.
In addition, the post holder will be responsible for stock management, including ordering and maintaining essential supplies to support the smooth running of the service. They will also coordinate and support multidisciplinary team (MDT) processes, including preparing agendas, collating documentation, and ensuring the timely distribution of information. Accurate and well‑structured note‑taking for professional meetings is an essential component of the role, ensuring that actions and decisions are clearly recorded and communicated.
The post holder will be expected to work independently, using initiative to prioritise tasks, manage competing demands, and contribute to the continuous improvement of administrative systems and processes. They will uphold the highest standards of professionalism, confidentiality, and service delivery, supporting the team to provide high‑quality care to older people and their carers.
Person specification
KNOWLEDGE, TRAINING AND EXPERIENCE
Essential criteria
- A good standard of education to at least secondary level
- Advanced I.T Skills
- RSA II/III or equivalent experience/ knowledge
- Significant administration/ office experience
Desirable criteria
- Formal admin qualifications
AREAS OF EXPERTISE AND KNOWLEDGE
Essential criteria
- Comprehensive knowledge of Microsoft office applications
- Ability to organise and prioritise own workload
- Knowledge of Medical Terminology
- Proficient in diary management and knowledge of office systems and processes
- Ability to record and transcribe minutes
- Ability to maintain both computerised and paper filing systems
- Understanding of data protection and the need for confidentiality and how to maintain this
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Josephine Sam
- Job title
- Operational manager
- Email address
- [email protected]
- Telephone number
- 01442 275628
- Additional information
N/A
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