Job summary
To provide a high quality secretarial/administrative support service, undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks including diary management and minute taking.
Shortlisting is planned for: 21st June 2021
Interviews are planned for: 30th June 2021
Main duties of the job
12 month fixed term at 16 hrs per week.
We are delighted to offer this exciting opportunity for an enthusiastic experienced Secretary to join our team.
The post holder will provide comprehensive high quality secretarial support to the senior leadership team and will be responsible inundertaking a wide range of administrative tasks.
The post holder will need to be fully skilled in all aspects of the secretarial role and will be required to be efficient in minute taking, diary management and booking meetings at various venues.
The successful candidate may be expected to work from various locations.
About us
Mersey Care NHS Foundation Trust provides specialist inpatient and community mental health, learning disabilities, addiction and acquired brain injury services for the people of Liverpool, Sefton and Kirkby, Merseyside. We also provide community physical health services in Liverpool, Sefton, secure mental health services for the North West of England, the West Midlands and Wales and specialist learning disability services across Lancashire, Greater Manchester, Cheshire and Merseyside.
Our ambition is to deliver perfect care to become the worlds leading organisation in holistic health and well being.
Mersey Cares vision and values of Continuous Improvement, Accountability, Respect, Enthusiasm and Support (CARES) drive our organisation and the way we work together to deliver services. Applicants will be expected to demonstrate, during recruitment and any subsequent employment with the Trust, that their behaviour supports our values.
Job description
Job 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 areemailed 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.
Job description
Job 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 areemailed 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.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work based experience
- RSA 1/2 type writing or equivalent, or equivalent work based experience
- Computer literate
Desirable
Knowledge/ Experience
Essential
- Demonstrable experience of working in a busy service
- Able to work to deadlines
- Knowledge of preparing/gathering data for reporting purposes
- Excellent communication skills with staff and service users alike
Skills
Essential
- Ability to develop databases
- Computerised information systems
- Keyboard / Word Processing / Data Input
- Demonstrable knowledge of supervising other secretaries/ administration staff
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent or equivalent work based experience
- RSA 1/2 type writing or equivalent, or equivalent work based experience
- Computer literate
Desirable
Knowledge/ Experience
Essential
- Demonstrable experience of working in a busy service
- Able to work to deadlines
- Knowledge of preparing/gathering data for reporting purposes
- Excellent communication skills with staff and service users alike
Skills
Essential
- Ability to develop databases
- Computerised information systems
- Keyboard / Word Processing / Data Input
- Demonstrable knowledge of supervising other secretaries/ administration staff
