Job summary
An exciting opportunity has arisen at within the Pain Management Service for a highly motivated and enthusiastic part time Support Secretary to join our Administrative Team. This role will be supporting the clinicians and the medical team within Community Pain Service
The succesful candidate will be expected 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, of other secretarial support staff within the Service.
The postholder will be expected to work with a flexible approach maintaining confidentiality at all times when dealing with service users / staff information.
Main duties of the job
1. Attend weekly meetings, take notes prepare agenda's and other papers as require. Typing of clinic letters.
2. Sort and prioritise mail for the team dealing with all correspondence confidential
3. Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are e-mailed or action is taken
4. Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
5. Ensure provision of secretarial support to the Service. The post holder will propose any necessary changes of local protocols necessary to aid service improvement.
6. Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.
7. Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise
8. The post holder shall as necessary provide cover for and undertake duties of absent colleague
9. The post holder shall follow all the policies and procedures of the organisation .
About us
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 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
10. Organise the diaries and commitments of managers, including scheduling of meetings, conferences.
11. Attend weekly meetings, take notes prepare agendas and other papers as required
12. Sort and prioritise mail for the team dealing with all correspondence
13. Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed or actioned.
14. Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
15. Ensure provision of secretarial support to the Service The post holder will propose any necessary changes of local protocols necessary to aid service improvement.
16. Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.
17. Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise
18. The post holder shall as necessary provide cover for and undertake duties of absent colleague
19. The post holder shall follow all the policies and procedures of the organisation .
Person Specification
Qualifications
Essential
20. Educated to GCSE standard or equivalent or equivalent work based experience
21. RSA 3 or equivalent of work based experience
22. Computer Literate
23. Knowledge and Experience of Microsoft Office
Desirable
24. Medical Terminology
25. Emis experience
Knowledge / Experience
Essential
26. Experience of working in a busy team / service
27. Ability to work to deadlines
28. Medical Secretarial Experience
29. Excellent communication skills with staff and service users alike
30. Professional caring compassionate and empathetic attitude
31. Experience of information systems
32. Knowledge of Medical Terminology
33. Flexible Working approach
Desirable
34. Experience of Working in a Healthcare Setting
35. Experience / Knowledge of EMIS System
Skills
Essential
36. Excellent communication skills both verbally and non-verbally
37. Excellent organisational skills
38. Audio Typing skills
39. Ability to maintain confidentiality
40. Ability to demonstrate excellent customer service delivery
41. Ability to organise own duties and prioritise tasks within agreed timescales
42. Ability to undergo further training as necessary
43. Ability to uphold Trust's professional standards
Values
Essential
44. Continuous Improvement
45. Accountability
46. Respectfulness
47. Enthusiasm
48. Support
49. Responsive to service users
50. Engaging leadership style
51. Strong customer service belief
52. Transparency and honesty
53. Discreet