Job summary
An exciting opportunity has arisen at within the Psychology Service for a highly motivated and enthusiastic part time Support Secretary to join our Administrative Team. This role will be supporting the clinicians and the medical team within Psychology Service
The successful candidate will be expected 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, of other secretarial support staff within the Service.
The postholder will be expected to work with a flexible approach maintaining confidentiality at all times when dealing with service users / staff information.
Main duties of the job
- Attend weekly meetings, take notes prepare agenda's and other papers as require. Typing of clinic letters.
- Sort and prioritise mail for the team dealing with all correspondence confidential
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are e-mailed 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.
- 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 for and undertake duties of absent colleague
- The post holder shall follow all the policies and procedures of the organisation.
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
- Organise the diaries and commitments of managers, including scheduling of meetings, conferences.
- Attend weekly meetings, take notes prepare agendas and other papers as required
- Sort and prioritise mail for the team dealing with all correspondence
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed or actioned.
- 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.
- 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 for and undertake duties of absent colleague
- The post holder shall follow all the policies and procedures of the organisation.
Job description
Job responsibilities
- Organise the diaries and commitments of managers, including scheduling of meetings, conferences.
- Attend weekly meetings, take notes prepare agendas and other papers as required
- Sort and prioritise mail for the team dealing with all correspondence
- Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed or actioned.
- 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.
- 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 for and undertake duties of absent colleague
- The post holder shall follow all the policies and procedures of the organisation.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work based experience
- RSA 3 or equivalent of work based experience
- Computer Literate
- Knowledge and Experience of Microsoft Office
Desirable
Knowledge / Experience
Essential
- Experience of working in a busy team / service
- Ability to work to deadlines
- Medical Secretarial Experience
- Excellent communication skills with staff and service users alike
- Professional caring compassionate and empathetic attitude
- Experience of information systems
- Knowledge of Medical Terminology
- Flexible Working approach
Desirable
- Experience of Working in a Healthcare Setting
- Experience / Knowledge of EMIS System
Skills
Essential
- Excellent communication skills both verbally and non-verbally
- Excellent organisational skills
- Audio Typing skills
- Ability to maintain confidentiality
- Ability to demonstrate excellent customer service delivery
- Ability to organise own duties and prioritise tasks within agreed timescales
- Ability to undergo further training as necessary
- Ability to uphold Trust's professional standards
Values
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work based experience
- RSA 3 or equivalent of work based experience
- Computer Literate
- Knowledge and Experience of Microsoft Office
Desirable
Knowledge / Experience
Essential
- Experience of working in a busy team / service
- Ability to work to deadlines
- Medical Secretarial Experience
- Excellent communication skills with staff and service users alike
- Professional caring compassionate and empathetic attitude
- Experience of information systems
- Knowledge of Medical Terminology
- Flexible Working approach
Desirable
- Experience of Working in a Healthcare Setting
- Experience / Knowledge of EMIS System
Skills
Essential
- Excellent communication skills both verbally and non-verbally
- Excellent organisational skills
- Audio Typing skills
- Ability to maintain confidentiality
- Ability to demonstrate excellent customer service delivery
- Ability to organise own duties and prioritise tasks within agreed timescales
- Ability to undergo further training as necessary
- Ability to uphold Trust's professional standards
Values
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
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.
