Job summary
We are seeking to appoint a part-time Management PA within the High Secure Inpatients Management team to provide dedicated support to the Modern Matrons group. The successful candidate will demonstrate the ability to deliver comprehensive, confidential, accurate, and timely secretarial and administrative support to the Service. You will be part of a wider administrative team, working collaboratively and supported by experienced colleagues to ensure smooth operations across the High Secure Inpatients Management team and the Modern Matrons group.
Main duties of the job
- Be the organisational hub for the High Secure Inpatients Management team - managing incoming work, prioritising tasks, and ensuring everything flows smoothly for the Modern Matrons group.
- Own the communications by handling a variety of calls with professionalism, tact, and discretion. You'll resolve queries where possible, take accurate messages, and liaise confidently with colleagues across internal teams and external agencies.
- Showcase your tech skills by producing a wide range of documents using different IT packages - from manuscripts and copy to audio and dictation.
- Keep diaries running like clockwork, ensuring the Modern Matrons group's time is used effectively.
- Stay ahead of the game with a proactive "bring forward" system to track and follow up on outstanding actions and queries.
- Be meeting-ready by preparing agendas, collating papers, and ensuring all documentation is organised and accessible.
- Make your mark in meetings - attend, take accurate minutes, and distribute them promptly to keep everyone aligned.
- Drive deadlines by setting clear timelines for minute checking and agenda preparation, ensuring paperwork is always delivered on time.
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
Please note: This role requires flexibility to adapt to changing service needs. Responsibilities may vary, and the list below is not exhaustive.
- Coordinate and manage arrangements for meetings, visits, assessments, and appointments for the Modern Matrons group, both internally and externally.
- Organise logistics including hospitality, overnight accommodation, and transport where required.
- Ensure secure site protocols by notifying Visitors Reception of all visitors and arranging appropriate escorts to the unit.
- Maintain efficient systems for filing and information management, including operational knowledge of Datix, PACIS, and EpEX, to enable prompt retrieval of information.
- Handle incoming communications by receiving and recording all mail and auto-forwarded emails, prioritising urgent matters and ensuring timely action.
- Act as a point of continuity during absences by keeping designated cover informed and clarifying urgent actions.
- Provide secretarial support for colleagues when required.
- Support estates and facilities activities such as maintenance coordination, office moves, confidential waste disposal, porter requests, and equipment orders.
- Manage procurement tasks including stock and non-stock requisitions in line with service requirements.
- Maintain accurate records across manual and electronic systems on an ongoing basis.
- Monitor and manage stationery supplies, ensuring timely ordering and distribution.
- Handle sensitive information of a serious criminal nature responsibly, sharing only with those who have a professional need to know.
- Contribute to service development through participation in projects and improvement initiatives.
- Promote equality and diversity, ensuring all work aligns with the Trusts Equality and Diversity Strategy and supporting its development.
Job description
Job responsibilities
Please note: This role requires flexibility to adapt to changing service needs. Responsibilities may vary, and the list below is not exhaustive.
- Coordinate and manage arrangements for meetings, visits, assessments, and appointments for the Modern Matrons group, both internally and externally.
- Organise logistics including hospitality, overnight accommodation, and transport where required.
- Ensure secure site protocols by notifying Visitors Reception of all visitors and arranging appropriate escorts to the unit.
- Maintain efficient systems for filing and information management, including operational knowledge of Datix, PACIS, and EpEX, to enable prompt retrieval of information.
- Handle incoming communications by receiving and recording all mail and auto-forwarded emails, prioritising urgent matters and ensuring timely action.
- Act as a point of continuity during absences by keeping designated cover informed and clarifying urgent actions.
- Provide secretarial support for colleagues when required.
- Support estates and facilities activities such as maintenance coordination, office moves, confidential waste disposal, porter requests, and equipment orders.
- Manage procurement tasks including stock and non-stock requisitions in line with service requirements.
- Maintain accurate records across manual and electronic systems on an ongoing basis.
- Monitor and manage stationery supplies, ensuring timely ordering and distribution.
- Handle sensitive information of a serious criminal nature responsibly, sharing only with those who have a professional need to know.
- Contribute to service development through participation in projects and improvement initiatives.
- Promote equality and diversity, ensuring all work aligns with the Trusts Equality and Diversity Strategy and supporting its development.
Person Specification
Qualifications
Essential
- RSA III/Pitman Advanced typing/word processing or OCR Level 3 (text production and word processing modules) or demonstrate proven experience at this level
Desirable
Knowledge
Essential
- Significant demonstrable experience working at a similar level with proven secretarial /admin skills
- Experience of working with confidential information
- Experience of minute taking at meetings
- Demonstrate communication skills - written and verbal
- Demonstrate QWERTY keyboard skills
- Computer literate and a familiarity with Microsoft Word
- Audio typing skills
- Demonstrate organisational skills
- Good interpersonal skills and the ability to relate to people with tact and diplomacy
- Ability to take minutes
- Operational knowledge of Datix/PACIS and EpEX
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
- Ability to work as part of a team
- Ability to produce accurate work
- Ability to work unsupervised
- Demonstrate a flexible approach
- Demonstrate a professional approach
- Evidence of concern for own development
Person Specification
Qualifications
Essential
- RSA III/Pitman Advanced typing/word processing or OCR Level 3 (text production and word processing modules) or demonstrate proven experience at this level
Desirable
Knowledge
Essential
- Significant demonstrable experience working at a similar level with proven secretarial /admin skills
- Experience of working with confidential information
- Experience of minute taking at meetings
- Demonstrate communication skills - written and verbal
- Demonstrate QWERTY keyboard skills
- Computer literate and a familiarity with Microsoft Word
- Audio typing skills
- Demonstrate organisational skills
- Good interpersonal skills and the ability to relate to people with tact and diplomacy
- Ability to take minutes
- Operational knowledge of Datix/PACIS and EpEX
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
- Ability to work as part of a team
- Ability to produce accurate work
- Ability to work unsupervised
- Demonstrate a flexible approach
- Demonstrate a professional approach
- Evidence of concern for own development
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.
