Job summary
Mersey Care NHS Foundation Trust is offering an exciting opportunity for a highly motivated and experienced Administrator to provide administrative and office support to our Talking Therapies Team.
Main duties of the job
The Successful candidate will provide effective, efficient and comprehensive administrative support for our busy Talking Therapy Teams.
Use information systems with specific responsibility to ensure a high standard of information recording is maintained.
Undertake general office duties, including data entry, ordering supplies and managing stock levels.
Answer the telephone, monitor and record messages; responding to queries in a timely manner ensuring effective communication in line with local policies.
Input accurate and timely information required for audit purposes.
Requirement to work from other bases within the organisation, if necessary, and to undertake any other duties that may be required appropriate to the post holders grade, experience and competence.
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.
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 comprehensive administrative support to the teams.
- Use a variety of information systems with specific responsibility to ensure a high standard of information recording is maintained.
- Produce standardised computer generated reports and/or statistical information as requested by line manager.
- Prepare and issue agendas and associated papers for meetings. Minute meetings and undertake any follow up enquiries and actions as directed. Ensure minutes are completed within agreed timescales to ensure all information is readily available.
- Ensure effective follow up of actions from meetings through liaising with members of the team and other organisations as appropriate.
- Assist in the preparation and production of reports and presentation packages to a professional standard.
- Diary management
- To co-ordinate the booking of rooms for meetings and events as required. Ensuring the availability and set up of equipment (projector/laptop) if necessary.
- Type all correspondence relating to the team.
- Undertake general office duties, including ordering supplies and managing stock levels.
- Answer the telephone, record messages and respond to all incoming queries in a timely manner, ensuring effective communication in line with local policies for non-clinical information only.
- Transfer relevant information to all health and social care providers as requested by line manager.
- Input accurate and timely information required for audit purposes.
- Co-ordination of petty cash account ensuring maintenance of associated records such as receipts in line with Trust SFIs.
- Provide reception support as and when required, including receiving clients to the service and assisting with enquiries.
- Take responsibility for keeping the Office/Reception/Waiting area, clean and tidy, reporting any faults as per trust policy.
- Be responsible for the opening and closing of buildings, if required.
- Co-operate with risk assessments and ensure that risks are identified and reported as they arise in the workplace.
- Plan and prioritise own workload to ensure deadlines can be met
- Requirement to work from other bases within the organisation, if necessary, and to undertake any other duties that may be required appropriate to the post holders grade, experience and competence.
- The post holder shall as necessary provide cover for and undertake duties of absent colleagues.
- Assist with the training of new clerks within the service.
* The post holder shall follow all the policies and procedures of the organisation.
Job description
Job responsibilities
- Provide comprehensive administrative support to the teams.
- Use a variety of information systems with specific responsibility to ensure a high standard of information recording is maintained.
- Produce standardised computer generated reports and/or statistical information as requested by line manager.
- Prepare and issue agendas and associated papers for meetings. Minute meetings and undertake any follow up enquiries and actions as directed. Ensure minutes are completed within agreed timescales to ensure all information is readily available.
- Ensure effective follow up of actions from meetings through liaising with members of the team and other organisations as appropriate.
- Assist in the preparation and production of reports and presentation packages to a professional standard.
- Diary management
- To co-ordinate the booking of rooms for meetings and events as required. Ensuring the availability and set up of equipment (projector/laptop) if necessary.
- Type all correspondence relating to the team.
- Undertake general office duties, including ordering supplies and managing stock levels.
- Answer the telephone, record messages and respond to all incoming queries in a timely manner, ensuring effective communication in line with local policies for non-clinical information only.
- Transfer relevant information to all health and social care providers as requested by line manager.
- Input accurate and timely information required for audit purposes.
- Co-ordination of petty cash account ensuring maintenance of associated records such as receipts in line with Trust SFIs.
- Provide reception support as and when required, including receiving clients to the service and assisting with enquiries.
- Take responsibility for keeping the Office/Reception/Waiting area, clean and tidy, reporting any faults as per trust policy.
- Be responsible for the opening and closing of buildings, if required.
- Co-operate with risk assessments and ensure that risks are identified and reported as they arise in the workplace.
- Plan and prioritise own workload to ensure deadlines can be met
- Requirement to work from other bases within the organisation, if necessary, and to undertake any other duties that may be required appropriate to the post holders grade, experience and competence.
- The post holder shall as necessary provide cover for and undertake duties of absent colleagues.
- Assist with the training of new clerks within the service.
* The post holder shall follow all the policies and procedures of the organisation.
Person Specification
Qualifications
Essential
- Typing/WP RSAIII or equivalent or demonstrable experience
Desirable
- ECDL
- GCSE Grade A-C English or equivalent
- NVQ3 Business Administration
Experience
Essential
- Experience of working in an office environment
- Arranging meetings and taking minutes
- Extensive knowledge of office procedures
- Knowledge of Microsoft Office eg Outlook, Powerpoint, Excel
Desirable
- Audio Typing experience
- Experience of working within the NHS or related healthcare experience
- Experience of dealing with members of the public
- Awareness of Recovery Model
- Awareness of children/vulnerable adults guidelines
Skills
Essential
- Good verbal and written communication skills
- Good interpersonal and organisational skills
- Ability to work as member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Ability to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to prioritise own workload and work to defined timescales
- Ability to work on own initiative
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
Person Specification
Qualifications
Essential
- Typing/WP RSAIII or equivalent or demonstrable experience
Desirable
- ECDL
- GCSE Grade A-C English or equivalent
- NVQ3 Business Administration
Experience
Essential
- Experience of working in an office environment
- Arranging meetings and taking minutes
- Extensive knowledge of office procedures
- Knowledge of Microsoft Office eg Outlook, Powerpoint, Excel
Desirable
- Audio Typing experience
- Experience of working within the NHS or related healthcare experience
- Experience of dealing with members of the public
- Awareness of Recovery Model
- Awareness of children/vulnerable adults guidelines
Skills
Essential
- Good verbal and written communication skills
- Good interpersonal and organisational skills
- Ability to work as member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Ability to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to prioritise own workload and work to defined timescales
- Ability to work on own initiative
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
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.
