Job summary
An exciting opportunity has arisen for a Permanent position of Personal Assistant to the Mental Health Care Division Senior Leadership Team based at Kings Business Park, Prescot
The hours are full time 37.5 per week, Monday to Friday 9 am to 5 pm.
Main duties of the job
The post holder will be required to provide a comprehensive, confidential, efficient and effective secretarial/administrative support to the Associate Director of Nursing and Patient Experience with additional support to senior managers within the Adult Mental Health Directorate as and when required.
To ensure that all expected requirements are carried out efficiently and in a timely manner to facilitate all aspects of the day-to-day management of the service.
To have confidence and the ability to work on own initiative with minimum of supervision.
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
To receive in and record all aspects of incoming mail (postal, email) ensuring that all urgent issues are brought to the Associate Directors attention for immediate action. Use initiative and take action on aspects of mail that require further enquiries before passing to the Associate Nurse to respond.
To deal with a variety of incoming telephone calls in a professional manner and record appropriately, using initiative to deal with matters where possible, taking messages and redirecting calls as appropriate. This may include dealing with service users and their relatives in distressed circumstances. In these instances, the use of tact and empathy is essential.
To produce a variety of documents, letters, memos and reports using Microsoft Office and other IT packages as requested. Typing can be by audio, manuscript, copy or dictation.
To manage and maintain the Associate Directors electronic diary and utilise his/her time in the most effective way. This will involve the exercise of tact and persuasion to ensure that, as far as possible, the Associate Directors availability takes priority. Where appropriate, manage the diaries of other members of the Mental Health Care Division Management Team in the same way.
To have overall responsibility for administration of meetings such as organising dates, times, venues and order refreshments as required. Prepare agenda and papers for all meetings chaired by the Associate Director and ensure that all paperwork pertaining to these meetings is available and distributed on time. Attend these meetings and produceminutes within agreed timescales. Ensure minutes are circulated once ratified to appropriate group.
To maintain a Bring Forward system to ensure that all papers and agendas are ready for meetings at which the Associate Director attends.
Ensure a system is in place to follow up any outstanding queries, comments and actions. Retrieve these issues on a weekly basis and take relevant action, ensuring that the Associate Director is kept aware of actions taken at all times.
Please refer to attached Job Description for full list of duties and responsibilities.
Job description
Job responsibilities
To receive in and record all aspects of incoming mail (postal, email) ensuring that all urgent issues are brought to the Associate Directors attention for immediate action. Use initiative and take action on aspects of mail that require further enquiries before passing to the Associate Nurse to respond.
To deal with a variety of incoming telephone calls in a professional manner and record appropriately, using initiative to deal with matters where possible, taking messages and redirecting calls as appropriate. This may include dealing with service users and their relatives in distressed circumstances. In these instances, the use of tact and empathy is essential.
To produce a variety of documents, letters, memos and reports using Microsoft Office and other IT packages as requested. Typing can be by audio, manuscript, copy or dictation.
To manage and maintain the Associate Directors electronic diary and utilise his/her time in the most effective way. This will involve the exercise of tact and persuasion to ensure that, as far as possible, the Associate Directors availability takes priority. Where appropriate, manage the diaries of other members of the Mental Health Care Division Management Team in the same way.
To have overall responsibility for administration of meetings such as organising dates, times, venues and order refreshments as required. Prepare agenda and papers for all meetings chaired by the Associate Director and ensure that all paperwork pertaining to these meetings is available and distributed on time. Attend these meetings and produceminutes within agreed timescales. Ensure minutes are circulated once ratified to appropriate group.
To maintain a Bring Forward system to ensure that all papers and agendas are ready for meetings at which the Associate Director attends.
Ensure a system is in place to follow up any outstanding queries, comments and actions. Retrieve these issues on a weekly basis and take relevant action, ensuring that the Associate Director is kept aware of actions taken at all times.
Please refer to attached Job Description for full list of duties and responsibilities.
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.
