PA / Office Manager - Senior Leadership Team

Mersey Care NHS Foundation Trust

This job is now closed

Job summary

Fixed Term Post - To cover Maternity Leave

An exciting opportunity has arisen for the position of PA / Office Manager to the Mental Health Care Division Senior Leadership Team based at Harry Blackman House, Peasley Cross. The post holder will be expected to line manage one Administrator.

The hours are full time 37.5 per week, Monday to Friday 9 am to 5 pm.

Job Purpose :

To provide support to the Senior Leadership Team, to enable efficient and effective discharge of their roles and responsibilities.

To set up and manage databases and spreadsheets as appropriate to support them in the management of the business of the Mental Health Care Division and its smooth running.

To liaise with a wide range of people and agencies, both internally and externally on behalf of the Leadership Team, ensuring that a professional image is maintained and that urgent business is dealt with appropriately.

The post holder will form part of a team providing a comprehensive administrative support to the wider service. Therefore there will be a requirement to provide cover arrangements for colleagues during periods of absence and increased activity.

Main duties of the job

To undertake the operational and administrative functions this will include:

Providing a full and comprehensive secretarial and administrative service to an excellent standard, ensuring a high level of accuracy is maintained at all times and accessing relevant IT systems including Microsoft Office programmes to support this.

Provide a full diary management service including arranging meetings and minute taking.

Being first contact for the Senior Leadership Team and taking autonomous actions as appropriate.

Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.

Update and maintain mailing for distributing information and contact details. Maintain an effective and secure filing system.

Ordering stocks and supplies using NHS Logistics ordering systems.

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.

Date posted

23 July 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

350-MHC6489902

Job locations

Harry Blackman House

Marshalls Cross Road

St Helens

WA9 3DE

Job description

Job responsibilities

Take responsibility for tasks that are delegated to you and ensure information and/or replies requested are pursued and received within the appropriate timescales. This will entail a good understanding of the work of the Division and the ability to foster good working relationships with staff internal and external to the Trust.

Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.

Organise and prepare meetings and agendas.

Planning, organising and managing events including Team Events, Away Days and External Events.

Take minutes as required, ensure deadlines for producing and circulating papers and minutes are agreed and met.

Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.

Essential to exercise initiative commensurate with the role and vital that confidentiality is maintained at all times.

**Please refer to the Job Description and Person Specification for further details**

Job description

Job responsibilities

Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.

Organise and prepare meetings and agendas.

Planning, organising and managing events including Team Events, Away Days and External Events.

Take minutes as required, ensure deadlines for producing and circulating papers and minutes are agreed and met.

Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.

Essential to exercise initiative commensurate with the role and vital that confidentiality is maintained at all times.

**Please refer to the Job Description and Person Specification for further details**

Person Specification

Qualifications

Essential

RSA III (or equivalent) Word Processing.
Proven competence in various IT packages. Audio typing skills.

Desirable

RSA (or equivalent) Shorthand qualification at approx. 80wpm.
ECDL qualification.

Knowledge & Experience

Essential

Experience of working at a similar level with proven admin/secretarial skills

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 exercise initiative and work with minimum supervision.
Excellent communication skills.
Excellent inter-personal skills.
Excellent telephone manner.
Ability to ensure accuracy in work undertaken.
Tact/diplomacy.
Awareness of pressures requiring organisational and time management skills.
Understanding of people suffering from mental illness.

Person Specification

Qualifications

Essential

RSA III (or equivalent) Word Processing.
Proven competence in various IT packages. Audio typing skills.

Desirable

RSA (or equivalent) Shorthand qualification at approx. 80wpm.
ECDL qualification.

Knowledge & Experience

Essential

Experience of working at a similar level with proven admin/secretarial skills

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 exercise initiative and work with minimum supervision.
Excellent communication skills.
Excellent inter-personal skills.
Excellent telephone manner.
Ability to ensure accuracy in work undertaken.
Tact/diplomacy.
Awareness of pressures requiring organisational and time management skills.
Understanding of people suffering from mental illness.

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.