Job summary
We have recently completed a service redesign/re-structure to enable our focus to shift towards health promotion/wellbeing and the prevention of ill-health. This has seen significant investment by the Trust to support new ways of working and as such we are in the process of creating several new opportunities and roles. This is an exciting opportunity for an experienced and enthusiastic administrator to join and support us through this transition period and beyond allowing us to put staff health and wellbeing exactly where it belongs, at the heart of everything we do.
We have secured a new operational service based at Winwick, Warrington and satellite units in the Netherton / Knowsley areas of Liverpool to support delivery of the service across the Trust footprint. We will also support opportunities for remote working in line with operational demands.
Shortlisting planned for: 16 October 2024
Interview planned for: 23 October 2024
Main duties of the job
To provide a comprehensive, efficient and effective confidential administrative secretarial service to the multi-disciplinary team.
To ensure all those associated administrative work is undertaken in a timely manner and to a high standard. To develop good relationships with all levels of staff, Trust wide and externally, to promote the services of the team.
The right candidate needs to adapt to the changing priorities which will in return provide excellent opportunities to develop your skills whilst supporting the multi-disciplines within 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 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.
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.
Flexible working requests will be considered for all roles.
Job description
Job responsibilities
Provide an efficient and effective clerical service to support the team, including photocopying,variety of typing tasks, data entry of any confidential/sensitive information, collection ofdemographics, registering referrals and associated tasks it brings like booking and reschedulingof clinic appointments and maintenance of related waiting lists.2. Ensure maintenance of Trust in-house systems and all data entry requirement specific and meeta high standard. Support/produce standardised computer-generated reports and/or statisticalinformation as requested by line manager.3. Contribute to the ordering of supplies, managing stock levels and associated procedures.4. Act as first point of contact for all enquiries, answer the telephone, clear answerphone, recordmessages and respond to queries in a timely manner ensuring effective communication in linewith local policies for non-clinical information only. All visitors welcomed to the departmentand signposted accordingly.5. Effective liaison and transfer of relevant information to all health and social care providers asrequested by line manager.6. Ensure appropriate records are maintained, inputted accurately and updated where relevant tosupport record management, audit purposes and retention periods as directed by line managerand in line with Trust policies and procedures.7. Ensure access to the building, reception and waiting areas are kept clean, tidy, and safe andthat information (leaflets and posters) contained within reception areas is accurate and up todate and building issues are reported appropriately.8. Contribute to the processing and actioning of all incoming and outgoing mail, associated emailaccounts including safe collection of path lab specimensParticipate with serious untoward incidents, investigations risk assessments etc recognise andrespond to any emergency situations that are identified and reported as they arise in theworkplace.9. Have an awareness of the Trust complaints procedure which will include defusing potentialcomplaints or conflict and escalating appropriately as necessary.10. Facilitating meeting including booking meeting rooms, arranging refreshments, circulatingnotes and agendas if necessary.11. Requirement to work from other bases within the organisation, if necessary, and to undertakeany other duties that may be required appropriate to the post holders grade, experience andcompetence.16/09/202212. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.13. Assist with the training/induction process of new admin colleagues within the service.14. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.15. The post holder shall follow all the policies and procedures of the organisation. Have awarenessof how to deal with actions and escalate where appropriate.16. The post holder shall contribute to any service improvement initiatives to enhance quality ofpatient care and improvement in the quality of administrative admin support services.17. Participate and engage with Trust supervision and training compliances to enhance owndevelopment.
Job description
Job responsibilities
Provide an efficient and effective clerical service to support the team, including photocopying,variety of typing tasks, data entry of any confidential/sensitive information, collection ofdemographics, registering referrals and associated tasks it brings like booking and reschedulingof clinic appointments and maintenance of related waiting lists.2. Ensure maintenance of Trust in-house systems and all data entry requirement specific and meeta high standard. Support/produce standardised computer-generated reports and/or statisticalinformation as requested by line manager.3. Contribute to the ordering of supplies, managing stock levels and associated procedures.4. Act as first point of contact for all enquiries, answer the telephone, clear answerphone, recordmessages and respond to queries in a timely manner ensuring effective communication in linewith local policies for non-clinical information only. All visitors welcomed to the departmentand signposted accordingly.5. Effective liaison and transfer of relevant information to all health and social care providers asrequested by line manager.6. Ensure appropriate records are maintained, inputted accurately and updated where relevant tosupport record management, audit purposes and retention periods as directed by line managerand in line with Trust policies and procedures.7. Ensure access to the building, reception and waiting areas are kept clean, tidy, and safe andthat information (leaflets and posters) contained within reception areas is accurate and up todate and building issues are reported appropriately.8. Contribute to the processing and actioning of all incoming and outgoing mail, associated emailaccounts including safe collection of path lab specimensParticipate with serious untoward incidents, investigations risk assessments etc recognise andrespond to any emergency situations that are identified and reported as they arise in theworkplace.9. Have an awareness of the Trust complaints procedure which will include defusing potentialcomplaints or conflict and escalating appropriately as necessary.10. Facilitating meeting including booking meeting rooms, arranging refreshments, circulatingnotes and agendas if necessary.11. Requirement to work from other bases within the organisation, if necessary, and to undertakeany other duties that may be required appropriate to the post holders grade, experience andcompetence.16/09/202212. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.13. Assist with the training/induction process of new admin colleagues within the service.14. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.15. The post holder shall follow all the policies and procedures of the organisation. Have awarenessof how to deal with actions and escalate where appropriate.16. The post holder shall contribute to any service improvement initiatives to enhance quality ofpatient care and improvement in the quality of administrative admin support services.17. Participate and engage with Trust supervision and training compliances to enhance owndevelopment.
Person Specification
QUALIFICATIONS:
Essential
- Typing/WP RSAII or equivalent or demonstrable experience
- Basic literacy and numeracy qualifications
- Computer literate
Desirable
- GCSE/NVQ2 or equivalent qualification
- ECDL
KNOWLEDGE/ EXPERIENCE:
Essential
- Experience of Microsoft Office word processing, spreadsheet, and email software
- Experience of using client administration systems
- Effective communication and interpersonal skills including telephone skills and face to face communication
- Experience of general administration office skills - filing, photocopying, faxing, note taking
Desirable
- Previous experience of working in healthcare/NHS sector
- Audio typing experience
- Experience of dealing with the public
VALUES:
Essential
- Continuous Improvement
- 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
- Good keyboard skills
- Ability to plan, prioritise and schedule work, good organisational skills
- Effective communication and interpersonal skills, enabling a customer service approach
- Ability to work with attention to detail
- Ability to work effectively within teams and work flexibly in accordance with service needs
- Ability to work on own initiative
- Must be able to transport self around alternative sites if required
- Ability to work in a confidential and sensitive manner with tact and diplomacy
Person Specification
QUALIFICATIONS:
Essential
- Typing/WP RSAII or equivalent or demonstrable experience
- Basic literacy and numeracy qualifications
- Computer literate
Desirable
- GCSE/NVQ2 or equivalent qualification
- ECDL
KNOWLEDGE/ EXPERIENCE:
Essential
- Experience of Microsoft Office word processing, spreadsheet, and email software
- Experience of using client administration systems
- Effective communication and interpersonal skills including telephone skills and face to face communication
- Experience of general administration office skills - filing, photocopying, faxing, note taking
Desirable
- Previous experience of working in healthcare/NHS sector
- Audio typing experience
- Experience of dealing with the public
VALUES:
Essential
- Continuous Improvement
- 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
- Good keyboard skills
- Ability to plan, prioritise and schedule work, good organisational skills
- Effective communication and interpersonal skills, enabling a customer service approach
- Ability to work with attention to detail
- Ability to work effectively within teams and work flexibly in accordance with service needs
- Ability to work on own initiative
- Must be able to transport self around alternative sites if required
- Ability to work in a confidential and sensitive manner with tact and diplomacy
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.
