Job summary
An exciting opportunity has arisen within the Safeguarding Service for an enthusiastic and motivated individual who will be able to provide secretarial/administrative support to the Safeguarding Service. The post requires well-developed communication and organisational skills and the ability to operate within a busy office environment. Confidentiality and discretion are essential aspects of the role.
This post will support the Safeguarding practitioners by being the single point of contact for receiving safeguarding documentation.
The post holder will work as part of the safeguarding admin hub who will support the wider safeguarding service.
Main duties of the job
An integral part of the role is to action all incoming correspondence received via the Safeguarding NHS.NET account and ensuring that the practitioner is informed and the document is attached to the patients' health record.
The post holder must also be experienced in Secretarial duties including the ability to format letters and reports, and to develop and maintain databases/spread-sheets, which will be used to collect measurable data.
The post holder will support and facilitate meetings, by co-ordinating diaries, preparing papers and taking/typing accurate minutes. They will also book conferences/events and arrange travel and accommodation for colleagues.
They must have exceptional organisational skills and be able to liaise with colleagues at all levels both within the team and across other agencies such as; The Local Authority, Police, Solicitors and other external Trusts.
It is important that the post holder respondsto all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed to the relevant person, or action is taken.
About us
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 11 million people.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Job description
Job responsibilities
JOB PURPOSE
To provide a comprehensive and high quality secretarial/administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks, supervision of other secretarial support staff within the Service.
Ensure the delivery of the quality strategy within the designated area incorporating establishment of systems and processes.
Principal Responsibilities
- Organise the diaries and commitments of managers, including scheduling of meetings, conferences, including making catering and travel arrangements when necessary.
- Attend weekly meetings, take notes prepare agendas and other papers as required.
- Sort and prioritise mail for the team dealing with all correspondence confidentially.
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
- Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
- Ensure provision of secretarial support to the Service. The post holder will propose any necessary changes of local protocols necessary to aid service improvement.
- Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.
- Undertake delegated tasks and prepare reports including PowerPoint presentations for appropriate managers.
- Supervise others, planning their workload and dealing with any issues that they may have.
- Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.
- Ensure timesheets are recorded appropriately, in a timely and accurate manner.
*The post holder shall as necessary provide cover for and undertake duties of absent colleagues.
* The post holder shall follow all the policies and procedures of the organisation.
GENERIC RESPONSIBILITIES FOR ALL STAFF
All post holders will agree to:
- Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust.
- Role model the values of the Trust Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support in all activities and interactions with employees, service users and other stakeholders.
- Challenge the stigma associated with mental health and learning difficulties.
- Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.
- Work across professional and organisational boundaries to improve services for all.
- Maintain their specific knowledge base and develop new skills.
- Value the contribution of the patient/ service user voice.
- Operate within any organisational codes of practice or those from a relevant professional body.
- Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders.
- Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended.
- Comply with all health and safety legislation and local policies and procedures.
- Adhere to all organisational policies.
- Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment.
- Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees.
- Attend a one day Just and Learning & Civility and Respect training workshop.
- Be an ambassador for Just & Learning and Civility & Respect following the training.
- Positively advocate the just and learning culture within your team.
- Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team.
- Support their team/ services to create a positive environment for Just and Learning Culture.
- Participate in Just and Learning Culture events.
- Bring Just and Learning Culture updates/ information to the attention of team members and other MCT colleagues they work with.
- Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality.
- Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully.
- Speaking up in the event that they are exposed to incivility between colleagues in the workplace #iwillspeakup.
- Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.
This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the post holder.
Job description
Job responsibilities
JOB PURPOSE
To provide a comprehensive and high quality secretarial/administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks, supervision of other secretarial support staff within the Service.
Ensure the delivery of the quality strategy within the designated area incorporating establishment of systems and processes.
Principal Responsibilities
- Organise the diaries and commitments of managers, including scheduling of meetings, conferences, including making catering and travel arrangements when necessary.
- Attend weekly meetings, take notes prepare agendas and other papers as required.
- Sort and prioritise mail for the team dealing with all correspondence confidentially.
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
- Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
- Ensure provision of secretarial support to the Service. The post holder will propose any necessary changes of local protocols necessary to aid service improvement.
- Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.
- Undertake delegated tasks and prepare reports including PowerPoint presentations for appropriate managers.
- Supervise others, planning their workload and dealing with any issues that they may have.
- Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.
- Ensure timesheets are recorded appropriately, in a timely and accurate manner.
*The post holder shall as necessary provide cover for and undertake duties of absent colleagues.
* The post holder shall follow all the policies and procedures of the organisation.
GENERIC RESPONSIBILITIES FOR ALL STAFF
All post holders will agree to:
- Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust.
- Role model the values of the Trust Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support in all activities and interactions with employees, service users and other stakeholders.
- Challenge the stigma associated with mental health and learning difficulties.
- Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.
- Work across professional and organisational boundaries to improve services for all.
- Maintain their specific knowledge base and develop new skills.
- Value the contribution of the patient/ service user voice.
- Operate within any organisational codes of practice or those from a relevant professional body.
- Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders.
- Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended.
- Comply with all health and safety legislation and local policies and procedures.
- Adhere to all organisational policies.
- Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment.
- Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees.
- Attend a one day Just and Learning & Civility and Respect training workshop.
- Be an ambassador for Just & Learning and Civility & Respect following the training.
- Positively advocate the just and learning culture within your team.
- Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team.
- Support their team/ services to create a positive environment for Just and Learning Culture.
- Participate in Just and Learning Culture events.
- Bring Just and Learning Culture updates/ information to the attention of team members and other MCT colleagues they work with.
- Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality.
- Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully.
- Speaking up in the event that they are exposed to incivility between colleagues in the workplace #iwillspeakup.
- Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.
This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the post holder.
Person Specification
Essential and Desirable
Essential
- Educated to GCSE standard or equivalent work-based experience
- RSA 1/2 type writing or equivalent, or equivalent work-based experience
- Computer literate
- Computerised information systems
- Demonstrable knowledge of supervising other secretarial/administrative staff
- Keyboard / Word Processing / Data Input
- Ability to develop spreadsheets and databases
- Good communicator (verbal/written)
- Good organisational and interpersonal skills
Desirable
Person Specification
Essential and Desirable
Essential
- Educated to GCSE standard or equivalent work-based experience
- RSA 1/2 type writing or equivalent, or equivalent work-based experience
- Computer literate
- Computerised information systems
- Demonstrable knowledge of supervising other secretarial/administrative staff
- Keyboard / Word Processing / Data Input
- Ability to develop spreadsheets and databases
- Good communicator (verbal/written)
- Good organisational and interpersonal skills
Desirable
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.
