Job responsibilities
JOB OUTCOMES
As a result of the post-holder being effective in their role, The Trust would expect to see the following outcomes for the Trust, service users and the wider community:
1. Mersey Care NHS Foundation Trust as a leading provider of community services, mental health care, physical health, addiction services and learning disability care.
2. Service users receiving a high-quality service and one which is free from stigma, discrimination and harm.
3. Staff engaged with the delivery, innovation and continuous improvement of services to benefit service users.
4. Visible and responsive leadership, setting the standard for others and role-modelled throughout the division for all managers.
5. The Trust values of Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support will be embedded across the division for all staff and evident to service users.
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 postholder.
PERSON SPECIFICATION
ESSENTIAL
DESIRABLE
QUALIFICATIONS:
Educated to GCSE standard or equivalent work-based experience
RSA type writing or equivalent, or equivalent work-based experience
Computer literate
RSA 3 or equivalent
KNOWLEDGE/ EXPERIENCE:
Computerised information systems
Demonstrable knowledge of supervising other secretarial/administrative staff
VALUES:
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:
Keyboard / Word Processing / Data Input
Ability to develop spreadsheets and databases
Good communicator (verbal/written)
Good organisational and interpersonal skills
