Main area: Administrative
Grade: Band 3
Contract: 12 months (Fixed Term)
Hours: Part time - 30 hours per week (Working Monday, Wednesday, Thursday, Friday)
Job ref: 350-CC6632212
Employer: Mersey Care NHS Foundation Trust
Employer type: NHS
Site: Hartington Road Clinic
Town: Liverpool
Salary: £24,071 - £25,674 pro rata per annum
Salary period: Yearly
Closing date: 29/09/2024 23:59
Interview date: 09/10/2024
Administrator – Secretary Dental Service
Band 3
Job overview
An exciting opportunity has arisen for an Administrator/Secretary to join our Dental Service Office Team on a fixed term basis for 12 months.
Working from our Dental Office, the successful candidate will undertake a wide range of administrative and secretarial duties for the Dental Management Team and the wider Dental Service.
The post holder will have excellent communication and organisation skills, strong IT and keyboard skills and ideally be able to demonstrate experience of working within an administrative/secretarial setting.
Main duties of the job
To provide a comprehensive and high quality secretarial/administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks.
Support the delivery of the dental quality strategy incorporating the establishment of administrative systems and processes.
Detailed job description and main responsibilities
Organise the diaries and commitments of managers, including scheduling of meetings, conferences, including making catering and travel arrangements when necessary.
Attend weekly meetings, take action notes/minutes, prepare agendas and other papers as required.
Sort and prioritise mail for the team dealing with all correspondence confidentially.
Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.
Receive and record all incoming mail and auto forwarded email transmissions to the relevant member of staff. Prioritise the mail ensuring all urgent issues are brought to the manager's attention.
Deal with all communications/correspondence confidentially as per organisational policies and procedures.
Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
Ensure provision of secretarial support to the dental clinical directors, managers and the wider dental team.
The post holder will propose any necessary changes of local protocols necessary to aid service improvement.
Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/equipment.
Undertake delegated tasks and prepare reports including PowerPoint presentations for appropriate managers.
Produce statistics, documents and reports using various computerised systems as appropriate for example data relating to maintenance records, dental mandatory training, invoice/order information.
Maintain comprehensive electronic and paper filing system. Responsible for supporting the co-ordination of dental mandatory training sessions across the dental service e.g. CPR, Manual Handling and Dental Contractors carrying out essential service/repair visits to clinics.
Work closely with Dental Nurse Managers to ensure this takes into account staff and clinic rotas.
Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.
Record and monitor maintenance faults on database.
Participate in all necessary mandatory training.
The post holder shall, as necessary, provide cover for and undertake duties of absent colleagues.
The post holder shall follow all the policies and procedures of the organisation.
Person specification
Qualifications
* Educated to GCSE standard or equivalent
* RSA 1/2 type writing or equivalent, or equivalent work-based experience
* RSA 3 or equivalent
Knowledge/Experience
* Ability to develop databases /Computerised information systems
* Computerised information systems
* Demonstrable knowledge of supervising other secretarial/administrative staff
Skills
* Keyboard / Word Processing / Data Input
* Good organisational and interpersonal skills
* Ability and willingness to travel across the Trust
We celebrate diversity and promote equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. 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.
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.
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.
Should you require a reasonable adjustment to our recruitment process please email recruitment@merseycare.nhs.uk 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 £13 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 sensitive@dbs.gsi.gov.uk) 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.
Employer certification / accreditation badges
Name: Nicola Hodgson
Job title: Dental Personal Assistant
Email address: nicola.hodgson@merseycare.nhs.uk
Telephone number: 0151 295 8640
Additional information:
Lyndsey Harrison, Dental Clinical Systems Manager, 0151 295 8640 lyndsey.harrison@merseycare.nhs.uk
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