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Job summary

Main area
Administrator
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday- Friday 9am-5pm)
Job ref
350-SEC3594502
Employer
Mersey Care NHS Foundation Trust
Employer type
NHS
Site
Greater Manchester SST
Town
Eccles
Salary
£20,330 - £21,777 per annum pro rata
Salary period
Yearly
Closing
12/12/2021 23:59
Interview date
22/12/2021

Employer heading

Mersey Care NHS Foundation Trust logo

Administrator

NHS AfC: Band 3

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Job overview

The post-holder will provide a comprehensive, efficient and modern administrative and/or secretarial service within a designated Department/Area.

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; Rio

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.

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

Take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.

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

Contribute to continuous improvement ensuring all tasks and processes are adding value to the department and maximise resource whether human, financial or technological

Working for our organisation

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 11 million people. 

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.

Detailed job description and main responsibilities

  1. Provide secretarial and administrative support to the department using various software applications /systems e.g. Care Notes; Excel; SharePoint; Word; Rio
  2. Be responsible for the organising and preparation of meetings, taking, transcribing and distribution of minutes and papers as and when required.
  3. 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
  4. 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.
  5. Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated
  6. Be responsible for the provision of information as and when required adhering to timescales.
  7. Manage and maintain the diaries for designated managers where required.
  8. Maintain strict confidentiality in all aspects of the work, complying with policies and procedures on the safeguarding of personally identifiable information
  9. Make, receive and respond to a variety of enquiries on behalf of the department using appropriate communication and judgement skills to resolve enquires where possible.
  10. Take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.
  11. Be responsible for implementing and maintaining an efficient “bring forward” system for progressing any outstanding queries, comments and actions.
  12. 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
  13. Organise hospitality and/or overnight accommodation if required and any transport arrangements e.g. train tickets.
  14. To establish and maintain suitable systems for the filing of records
  15. Provide a local induction and day to day observation/supervision to junior admin staff when necessary
  16. Provide cover as and when required for other administration and secretarial staff
  17. Contribute to continuous improvement ensuring all tasks and processes are adding value to the department and maximise resource whether human, financial or technological
  18. If 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 criteria
  • 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)
Armed Forces CovenantVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleMindful employer.  Being positive about mental health.Disability confident employerCare quality commission - GoodArmed Forces Covenant (Silver Award)CTP The Ministry of Defence partnering with Right ManagementStep into health

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

Apply online now

Further details / informal visits contact

Name
Matt Edgar
Job title
Acting Operational Team Manager
Email address
matthew.edgar@merseycare.nhs.uk
Telephone number
01254 821459
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