Job summary
We are looking for highly organised and motivated secretary to join our bust and friendly team at the Community Forensic Learning Disability Service . You will provide essential administrative support to ensure the best possible experience for patients and colleagues. This will include secretarial support to the clinical team , audio typing and processing of clinical information , arranging appointments and co-ordinating meetings, maintaining accurate records and updating patient and departmental systems and handling telephone and email enquires in a professional and courteous manner.
Main duties of the job
Provide secretarial and administrative support to the department using various software applications /systems e.g. Care Notes; Excel; SharePoint; Word
Be responsible for the organising and preparation of meetings, taking, transcribing and distribution of minutes and papers as and when required. Regular typing of reports, letters and correspondence.
Be responsible for inputting, maintaining and retrieval of information from relevant databases and to assist in the preparation of statistical, audit information and assist with time limited projects as requested.
Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated
Maintain strict confidentiality in all aspects of the work,
Make, receive and respond to a variety of enquiries on behalf of the department
Take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.
To ensure stationery stock/office supplies are available, sourced and used efficiently, and to ensure office equipment is kept in good working order by reporting faults through the appropriate channels
Organise hospitality and/or overnight accommodation if required and any transport arrangements e.g. train tickets.To establish and maintain suitable systems for the filing of records
Provide cover as and when required for other administration and secretarial staff
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 secretarial and administrative support to the department using various software applications /systems e.g. Care Notes; Excel; SharePoint; Word
Be responsible for the organising and preparation of meetings, taking, transcribing and distribution of minutes and papers as and when required.
Regular typing of reports, letters and correspondence. This may include dictation and audio-typing and/or typing information directly into the computer when transcribing notes/minutes at meetings Be responsible for inputting, maintaining and retrieval of information from relevant databases and to assist in the preparation of statistical, audit information and assist with time limited projects as requested.
Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated
Be responsible for the provision of information as and when required adhering to timescales.Manage and maintain the diaries for designated managers where required.Maintain strict confidentiality in all aspects of the work, complying with policies and procedures on the safeguarding of personally identifiable informationMake, receive and respond to a variety of enquiries on behalf of the department using appropriate communication and judgement skills to resolve enquires where possible.Take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.Be responsible for implementing and maintaining an efficient bring forward system for progressing any outstanding queries, comments and actions.To ensure stationery stock/office supplies are available, sourced and used efficiently, and to ensure office equipment is kept in good working order by reporting faults through the appropriate channelsOrganise hospitality and/or overnight accommodation if required and any transport arrangements e.g. train tickets.To establish and maintain suitable systems for the filing of recordsProvide a local induction and day to day observation/supervision to junior admin staff when necessaryProvide cover as and when required for other administration and secretarial staff
Contribute to continuous improvement ensuring all tasks and processes are adding value to the department and maximise resource whether human, financial or technologicalIf appropriate, be responsible for the supervision of other junior Secretaries and/or admin support staff, and contribute, where necessary, to the induction of new or less experienced staff.
Job description
Job responsibilities
Provide secretarial and administrative support to the department using various software applications /systems e.g. Care Notes; Excel; SharePoint; Word
Be responsible for the organising and preparation of meetings, taking, transcribing and distribution of minutes and papers as and when required.
Regular typing of reports, letters and correspondence. This may include dictation and audio-typing and/or typing information directly into the computer when transcribing notes/minutes at meetings Be responsible for inputting, maintaining and retrieval of information from relevant databases and to assist in the preparation of statistical, audit information and assist with time limited projects as requested.
Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated
Be responsible for the provision of information as and when required adhering to timescales.Manage and maintain the diaries for designated managers where required.Maintain strict confidentiality in all aspects of the work, complying with policies and procedures on the safeguarding of personally identifiable informationMake, receive and respond to a variety of enquiries on behalf of the department using appropriate communication and judgement skills to resolve enquires where possible.Take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.Be responsible for implementing and maintaining an efficient bring forward system for progressing any outstanding queries, comments and actions.To ensure stationery stock/office supplies are available, sourced and used efficiently, and to ensure office equipment is kept in good working order by reporting faults through the appropriate channelsOrganise hospitality and/or overnight accommodation if required and any transport arrangements e.g. train tickets.To establish and maintain suitable systems for the filing of recordsProvide a local induction and day to day observation/supervision to junior admin staff when necessaryProvide cover as and when required for other administration and secretarial staff
Contribute to continuous improvement ensuring all tasks and processes are adding value to the department and maximise resource whether human, financial or technologicalIf appropriate, be responsible for the supervision of other junior Secretaries and/or admin support staff, and contribute, where necessary, to the induction of new or less experienced staff.
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
- RSA/NVQ Level 3 or equivalent (55 wpm typing)
Desirable
Knowledge
Essential
- Knowledge of data protection and confidentiality requirements
- Knowledge of office system
- Some experience of working as a Junior Secretary or Administration Assistant.
- Experience of setting up office systems and processes
- Experience of liaising with a range of colleagues at all levels
Desirable
- Experience of working in healthcare environment
Skills
Essential
- Able to work to deadlines, juggling priorities.
- Excellent planning and organisation skills
- Skilled minute/note taker
- Ability to communicate effectively with a variety of people
- Organisational skills and ability to prioritise work and meet deadlines
- Clear and accurate communication skills and ability to be sensitive to the needs of others
- Flexible adaptable and 'can do' approach to adapt to rapidly changing priorities and a variety of tasks
- An excellent team player
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
- RSA/NVQ Level 3 or equivalent (55 wpm typing)
Desirable
Knowledge
Essential
- Knowledge of data protection and confidentiality requirements
- Knowledge of office system
- Some experience of working as a Junior Secretary or Administration Assistant.
- Experience of setting up office systems and processes
- Experience of liaising with a range of colleagues at all levels
Desirable
- Experience of working in healthcare environment
Skills
Essential
- Able to work to deadlines, juggling priorities.
- Excellent planning and organisation skills
- Skilled minute/note taker
- Ability to communicate effectively with a variety of people
- Organisational skills and ability to prioritise work and meet deadlines
- Clear and accurate communication skills and ability to be sensitive to the needs of others
- Flexible adaptable and 'can do' approach to adapt to rapidly changing priorities and a variety of tasks
- An excellent team player
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.
