Administration Assistant
We believe that everyone has the right to be treated with dignity and respect.
We take positive action to support disadvantaged groups and also particularly encourage applications from ethnic minorities, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us.We encourage all applicants to share their equality information with us.
Job overview
We are looking to recruit 2 Administration Assistants on a Fixed Term 12 month Contract to work in our Administration Hub as follows:-
1 x 18.75 hrs based in Hampton Rd, Southport on a part-time basis Mon and Wed 9-5pm and 9am to12:45pm on Tues.
1 x 30 hrs in Switch House (Mon-Thurs 9am-5pm)
Main duties of the job
To provide an efficient and effective clerical service to the multi -disciplinary team consisting of school nurses and health visitors
Act as first point of contact for all telephone enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department.
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 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.
Detailed job description and main responsibilities
To provide an efficient and effective clerical service to the multi -disciplinary team.
General
Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department.
Provide an effective clerical service to support the team, including photocopying, typing, data input, and maintenance of an effective filing and retrieval system.
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required.
Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records.
Ensure appropriate records are maintained as directed by Line Manager.
Contribute to the ordering of stationery supplies and associated procedures
Contribute to the processing of all incoming and outgoing mail.
Participate in the provision of cover and support to colleagues as required.
Participate in the local induction process for new staff.
Participate in serious untoward incident investigations/reviews as required.
Support individual's equality, diversity and rights.
Participate in patient and public involvement activities.
Contribute towards service improvement initiatives to enhance quality of patient care.
Provide information and support to service users/carers as appropriate.
Contribute to the continued improvement and quality of the Administrative Support Service.
Recognise and respond appropriately to urgent and emergency situations.
Contribute to the effective and efficient use of resources.
Understand and adhere to Trust policies, procedures and guidelines.
Report any concern regarding patient care to line manager.
To undertake any other delegated duties as appropriate and commensurate with the post.
Person specification
Values
Essential criteria- 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
Qualifications
Essential criteria- Typing/WP RSAII or equivalent or demonstrable experience
- ECDL
- NVQ2 Business Administration
- GCSE English grade AC or equivalent
Knowledge/ Experience
Essential criteria- Experience of working in an office environment
- Knowledge of office procedures
- Familiar with Microsoft Office
- Audio Typing experience
- Experience of working within the NHS or related healthcare experience
- Experience of dealing with members of the public
- Knowledge of Powerpoint, Excel, Outlook
- Awareness of Recovery Model
- Awareness of children/vulnerable adults guidelines
Skills
Essential criteria- Good verbal and written communication skills
- Ability to work as member of a team
- Ability to operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
Please ensure you check the email account from which you apply for all correspondence. All information regarding your application will come from apps.trac.jobs not NHS Jobs.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
As a Disability Confident Employer, we offer a guaranteed interview scheme for applicants who consider themselves to be disabled who meet the minimum (essential) criteria for the role in the person specification. If you would like your application to be considered under the Trust’s guaranteed interview scheme you can indicate this in the personal information section of your online application form.
Should you require a reasonable adjustment to our recruitment process please email [email protected] to ensure that measures can be put in place to support you.
We reserve the right to close any vacancy earlier than advertised in exceptional circumstances once we have received a high volume of applications.
The Trust expects all post holders who require an enhanced DBS for their role subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £16 per year and maintain registration. Trans applicants who require a DBS check and do not want to reveal details of their previous identity can contact the DBS Sensitive Applications Team (01516761452 or email [email protected]) with their application number once they have completed their DBS application form.The team can prevent any previous identity showing on the DBS Certificate, unless the applicant has a conviction under their previous details in which case this will need to be disclosed.
Flexible working requests will be considered for all roles.
Please be advised that the use of Artificial Intelligence on applications is monitored and if you choose to use this, you must declare this on your application form.