Job summary
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.
You will ensure the provision of a comprehensive, confidential, accurate and timely administrative support to the core multidisciplinary team and wider members and the delivery of the quality strategy within the designated area incorporating establishment of systems and processes.
The post will require flexibility as it will cover various workplaces across the Sefton area and may include administration cover to Merseycare's Integrated Care Teams as well as the Long Covid Service.
Main duties of the job
- Processing and adding incoming patient referrals on to the EMIS systems.
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
- Organise the diaries and commitments of managers/teams liaising with patient families and including scheduling of meetings, conferences, making catering and travel arrangements and booking rooms when necessary.
- 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 & IT access for staff/teams.
- Ensure SVL timesheets data is recorded appropriately, in a timely and accurate manner.
- Process staff annual leave & off duty record updates.
- Attend weekly meetings, take notes/minutes, prepare agendas and other papers as required.
- Sort and prioritise mail for the team dealing with all correspondence confidentially.
- The post holder will be required to work flexibly to support the Care Coordinator with the daily running of the service.
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
Principal Responsibilities:
- Processing and adding incoming patient referrals on to the EMIS & LCC Liquid Logic systems.
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
- Organise the diaries and commitments of team managers/teams liaising with patient and/or their families and professionals. This will include but is not limited to scheduling of meetings, conferences, room bookings, running of reports, making catering and travel arrangements when necessary.
- 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 & I.T. access for staff/teams
- Ensure SVL timesheets data is recorded appropriately, in a timely and accurate manner.
- Process staff annual leave & off duty record updates.
- Attend weekly meetings, take notes/minutes, prepare agendas and other papers as required.
- Sort and prioritise mail for the team, dealing with all correspondence confidentially.
- Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.
- The post holder shall as necessary provide cover and undertake duties of absent colleagues.
- The post holder shall follow all the policies and procedures of the Trust.
Job description
Job responsibilities
Principal Responsibilities:
- Processing and adding incoming patient referrals on to the EMIS & LCC Liquid Logic systems.
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
- Organise the diaries and commitments of team managers/teams liaising with patient and/or their families and professionals. This will include but is not limited to scheduling of meetings, conferences, room bookings, running of reports, making catering and travel arrangements when necessary.
- 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 & I.T. access for staff/teams
- Ensure SVL timesheets data is recorded appropriately, in a timely and accurate manner.
- Process staff annual leave & off duty record updates.
- Attend weekly meetings, take notes/minutes, prepare agendas and other papers as required.
- Sort and prioritise mail for the team, dealing with all correspondence confidentially.
- Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.
- The post holder shall as necessary provide cover and undertake duties of absent colleagues.
- The post holder shall follow all the policies and procedures of the Trust.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work-based experience
- RSA 1/2/3 type writing or equivalent, or equivalent work-based experience
Desirable
- NVQ Level 2 Business Administration
KNOWLEDGE/ EXPERIENCE
Essential
- Computer Literate
- Ability to develop and maintain databases
- Microsoft Office (Word, Excel)
Desirable
- Minute taking
- Online ordering systems
VALUES
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- High professional standards
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
- Change oriented
Skills
Essential
- Computerised information systems
- Keyboard / Word Processing / Data Input
- Good communicator (verbal/written)
- Good organisational and interpersonal skills
Desirable
- Demonstrable knowledge of supervising other secretarial/administrative staff
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work-based experience
- RSA 1/2/3 type writing or equivalent, or equivalent work-based experience
Desirable
- NVQ Level 2 Business Administration
KNOWLEDGE/ EXPERIENCE
Essential
- Computer Literate
- Ability to develop and maintain databases
- Microsoft Office (Word, Excel)
Desirable
- Minute taking
- Online ordering systems
VALUES
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- High professional standards
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
- Change oriented
Skills
Essential
- Computerised information systems
- Keyboard / Word Processing / Data Input
- Good communicator (verbal/written)
- Good organisational and interpersonal skills
Desirable
- Demonstrable knowledge of supervising other secretarial/administrative staff
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
