Job summary "We are looking for a Team Secretary who will combine skill in administering appointments (and suchlike) with a passion for helping patients live well they will be the 'shop window' of our service helping make a significant difference to those who most need it". post 1 - 0.4(15hrs) As part of your role, you will be expected to be able to work flexible by supporting community services across the division when required. The aim of this plan is to ensure clinical service provision can remain both safe and efficient. There are options for all staff to work remotely or face to face, this option is based on the clinical support requirements. The organisational hybrid policy supports all administrative support services across the division Main duties of the job You will be the first point of contact for patients and other health professionals. The role is fast paced working in a busy office environment and you will need to be professional and empathic as you will be dealing with some sensitive issues from patients. Ideally you will have NHS experience and the initiative to ensure the patient's needs are met. You will be liaising closely with other health professionals in utilising the EMIS system to ensure patient referrals are correct and Input and Update data in line with policy and procedure. We operate a paper light system, therefore the need for I.T. skills in important. This post is subject to a standard Disclosure and Barring Service (DBS) Check. This post is subject to a standard Disclosure and Barring Service (DBS) Check. 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. Date posted 17 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per Annum Pro Rata Contract Fixed term Duration 12 months Working pattern Part-time, Job share Reference number 350-CC7065916 Job locations 5 Curzon Road 5 Curzon Road Southport PR8 6PL Job description Job responsibilities To be the first point of contact for the team/department and external referrers, ensuring that all referrals are assessed and forwarded in a timely manner for clinical triage and then to the correct team for action. To answer telephones, taking and forwarding referrals and messages, ensuring that all telephone and personal callers receive a prompt, courteous, non-judgmental and well-informed response. To respond to queries, some of which may be complex in nature. Dealing with routine matters and if necessary, forwarding to the appropriate member of staff. To assist in ensuring work area is kept presentable and well organised and that confidential information cannot be seen or overheard by visitors. Provide day to day support to temporary clerical officers where appropriate. Receive, allocate and despatch departmental mail (internal and external). To electronically file documents including service user information. To photocopy, scan, collate and distribute documents as directed. Maintain and manage a brought forward planning system to ensure that deadlines are met by other team members and colleagues. Work collaboratively with the appropriate management teams and other departments including clinicians to ensure that all appropriate leads are notified in case of matters of urgency and dealt with in a timely manner. Attend and participate in one to ones, huddles, team meetings and administrative service meetings as required as part of the smooth running of an integrated team base service approach. Job description Job responsibilities To be the first point of contact for the team/department and external referrers, ensuring that all referrals are assessed and forwarded in a timely manner for clinical triage and then to the correct team for action. To answer telephones, taking and forwarding referrals and messages, ensuring that all telephone and personal callers receive a prompt, courteous, non-judgmental and well-informed response. To respond to queries, some of which may be complex in nature. Dealing with routine matters and if necessary, forwarding to the appropriate member of staff. To assist in ensuring work area is kept presentable and well organised and that confidential information cannot be seen or overheard by visitors. Provide day to day support to temporary clerical officers where appropriate. Receive, allocate and despatch departmental mail (internal and external). To electronically file documents including service user information. To photocopy, scan, collate and distribute documents as directed. Maintain and manage a brought forward planning system to ensure that deadlines are met by other team members and colleagues. Work collaboratively with the appropriate management teams and other departments including clinicians to ensure that all appropriate leads are notified in case of matters of urgency and dealt with in a timely manner. Attend and participate in one to ones, huddles, team meetings and administrative service meetings as required as part of the smooth running of an integrated team base service approach. Person Specification Qualifications Essential oRSA III or equivalent oKnowledge and experience of Microsoft Office Knowledge / experience Essential oExperience of working as a medical secretary oExperience of information systems oKnowledge of medical terminology oWillingness to gain understanding of local targets in order to take active part in achieving targets relevant to the role oFlexible working approach oProfessional, caring, compassionate and empathic attitude Minute Taking Skills Essential oExcellent communication skills both verbally and non verbally oExcellent organisational skills oAudio typing skills oAbility to maintain confidentiality oAbility to demonstrate excellent customer service delivery oAbility to organise own duties and prioritise tasks within agreed timescales oAbility to undergo further training as necessary oAbility to uphold Trusts professional standards Desirable Experience of working with health professionals and the general public Values Essential oContinuous Improvement oAccountability oRespectfulness oEnthusiasm oSupport oResponsive to service users oEngaging leadership style oStrong customer service belief oTransparency and honesty oDiscreet Person Specification Qualifications Essential oRSA III or equivalent oKnowledge and experience of Microsoft Office Knowledge / experience Essential oExperience of working as a medical secretary oExperience of information systems oKnowledge of medical terminology oWillingness to gain understanding of local targets in order to take active part in achieving targets relevant to the role oFlexible working approach oProfessional, caring, compassionate and empathic attitude Minute Taking Skills Essential oExcellent communication skills both verbally and non verbally oExcellent organisational skills oAudio typing skills oAbility to maintain confidentiality oAbility to demonstrate excellent customer service delivery oAbility to organise own duties and prioritise tasks within agreed timescales oAbility to undergo further training as necessary oAbility to uphold Trusts professional standards Desirable Experience of working with health professionals and the general public Values Essential oContinuous Improvement oAccountability oRespectfulness oEnthusiasm oSupport oResponsive to service users oEngaging leadership style oStrong customer service belief oTransparency and honesty oDiscreet 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. Employer details Employer name Mersey Care NHS Foundation Trust Address 5 Curzon Road 5 Curzon Road Southport PR8 6PL Employer's website https://www.merseycare.nhs.uk/ (Opens in a new tab)