Job summary
The postholder is expected to produce ID badges for all staff and manage ID badge access requests that come into the department and provide cover for reception as and when required. The postholder isexpected to understand the procedures and policies that apply in their department, and to operatethose procedures through written and verbal communication, data or text entry and publishing, ensuring that all steps of the process are understood and followed. Their duties involve administrative processes, allocating, monitoring, prioritising and the carrying out of administrative tasks, for example data / text entry, health and safety procedures, and assisting the manager. They will liaise with servicecustomers and assist the team to best meet the needs of the customers and the department throughthe application of defined processes.
Main duties of the job
1. To implement administrative tasks in a thorough, logical and repeatable way.2. To assist the line manager with administrative processes, providing cross cover and backup for other team members including receptionists.3. Produce all ID badges on behalf of the Trust and grant building access to ID badges, to also remove access from ID badges when instructed to do so.4. Carry out a range of administrative tasks such as:a. Order stationery electronically using NHS Supplies Software, maintaining adequate stocklevelsb. Accept deliveries / mail coming into the building and distribute to the relevant departmentc. Deal with telephone enquiries to the departmentd. Maintaining electronic meeting room bookingse. Arrange Service Contracts visits as necessary e.g., Pest Control, service engineersf. Filing, photocopying, laminating, sending faxes, preparation of files etc.5. Ensure that all visitors and contractors sign in when arriving at the building, and escort visitorsaround the site for contractual purposes as and when required.6. Assisting with the security of the sites i.e., fob system and keys - issuing, audit, operation of, obtaining signatures and record keeping.7. Assisting in the maintenance of records for the department such as annual leave, training, PersonalDevelopment Plans etc.
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
The postholder is expected to produce ID badges for all staff and manage ID badge access requests that come into the department and provide cover for reception as and when required. The postholder isexpected to understand the procedures and policies that apply in their department, and to operate those procedures through written and verbal communication, data or text entry and publishing, ensuring that all steps of the process are understood and followed. Their duties involve administrative processes, allocating, monitoring, prioritising and the carrying out of administrative tasks, for example data / text entry, health and safety procedures, and assisting the manager. They will liaise with service customers and assist the team to best meet the needs of the customers and the department through the application of defined processes.1. To implement administrative tasks in a thorough, logical and repeatable way.2. To assist the line manager with administrative processes, providing cross cover and backup for other team members including receptionists.3. Produce all ID badges on behalf of the Trust and grant building access to ID badges, to also remove access from ID badges when instructed to do so.4. Carry out a range of administrative tasks such as:a. Order stationery electronically using NHS Supplies Software, maintaining adequate stocklevelsb. Accept deliveries / mail coming into the building and distribute to the relevant departmentc. Deal with telephone enquiries to the departmentd. Maintaining electronic meeting room bookingse. Arrange Service Contracts visits as necessary e.g., Pest Control, service engineersf. Filing, photocopying, laminating, sending faxes, preparation of files etc.5. Ensure that all visitors and contractors sign in when arriving at the building, and escort visitorsaround the site for contractual purposes as and when required.6. Assisting with the security of the sites i.e., fob system and keys issuing, audit, operation of, obtaining signatures and record keeping.7. Assisting in the maintenance of records for the department such as annual leave, training, Personal Development Plans etc.
Job description
Job responsibilities
The postholder is expected to produce ID badges for all staff and manage ID badge access requests that come into the department and provide cover for reception as and when required. The postholder isexpected to understand the procedures and policies that apply in their department, and to operate those procedures through written and verbal communication, data or text entry and publishing, ensuring that all steps of the process are understood and followed. Their duties involve administrative processes, allocating, monitoring, prioritising and the carrying out of administrative tasks, for example data / text entry, health and safety procedures, and assisting the manager. They will liaise with service customers and assist the team to best meet the needs of the customers and the department through the application of defined processes.1. To implement administrative tasks in a thorough, logical and repeatable way.2. To assist the line manager with administrative processes, providing cross cover and backup for other team members including receptionists.3. Produce all ID badges on behalf of the Trust and grant building access to ID badges, to also remove access from ID badges when instructed to do so.4. Carry out a range of administrative tasks such as:a. Order stationery electronically using NHS Supplies Software, maintaining adequate stocklevelsb. Accept deliveries / mail coming into the building and distribute to the relevant departmentc. Deal with telephone enquiries to the departmentd. Maintaining electronic meeting room bookingse. Arrange Service Contracts visits as necessary e.g., Pest Control, service engineersf. Filing, photocopying, laminating, sending faxes, preparation of files etc.5. Ensure that all visitors and contractors sign in when arriving at the building, and escort visitorsaround the site for contractual purposes as and when required.6. Assisting with the security of the sites i.e., fob system and keys issuing, audit, operation of, obtaining signatures and record keeping.7. Assisting in the maintenance of records for the department such as annual leave, training, Personal Development Plans etc.
Person Specification
Qualifications
Essential
- GCSE or equivalent in Math's and English
- Experience in administration, secretarial or reception roles
Desirable
- RSA 2 Word/Text Processing orequivalent
- ECDL
Knowledge and Experience
Essential
- Knowledge of working with a wide variety of computer software applications, such as Word, Excel, Outlook
- Experience of working within administration, secretarial or reception roles
Desirable
- Taking and transcribing minutes
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 operate systems and support the management objectives of the department and Trust
- Good communication skills
- Is flexible and has a positive approach to management, supervision and meeting the needsof service users
- Is prepared to support the induction of new starters in relation to admin tasks and attend all mandatory training
- Is prepared to participate in all admin tasks
- Is prepared to explain the procedures and policies to staff members
- Will deliver the agreed administrative tasks, assigned
Desirable
- Has operated systems before in an office environment
- Has worked in a multi-skilled environment before
Person Specification
Qualifications
Essential
- GCSE or equivalent in Math's and English
- Experience in administration, secretarial or reception roles
Desirable
- RSA 2 Word/Text Processing orequivalent
- ECDL
Knowledge and Experience
Essential
- Knowledge of working with a wide variety of computer software applications, such as Word, Excel, Outlook
- Experience of working within administration, secretarial or reception roles
Desirable
- Taking and transcribing minutes
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 operate systems and support the management objectives of the department and Trust
- Good communication skills
- Is flexible and has a positive approach to management, supervision and meeting the needsof service users
- Is prepared to support the induction of new starters in relation to admin tasks and attend all mandatory training
- Is prepared to participate in all admin tasks
- Is prepared to explain the procedures and policies to staff members
- Will deliver the agreed administrative tasks, assigned
Desirable
- Has operated systems before in an office environment
- Has worked in a multi-skilled environment before
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.
