Job summary
We are looking for an enthusiastic, motivated and dedicated team leader will enjoy challenges in doing a variety of tasks. The post holder will be responsible to provide a full range of administrative support to the team. They will support the Operational Manager clinical team to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post will be pivotal in providing administrative support to the team in the establishment of the community division clinical support portfolio.
The post holder will be required to work with minimum supervision and take the initiative in prioritising their workload to ensure service objectives and deadlines are met.
Experience is management of staff is an essential requirement.
Main duties of the job
The primary responsibility of the post holder will be to provide an efficient and responsive secretarial, administrative and organisational service to Community Services Division
The post holder will develop, maintain and monitor effective office and information systems. The post holder will undertake projects and functions as agreed by the Services Manager.
The post holder is responsible for ensuring the effective administration of the Childrens and Young Peoples services, agendas, taking minutes. Line management responsibilities for the admin staff within the service line.
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
To undertake the operational and administrative functions this will include:1. Provide comprehensive PA support to the Division by processessingdocuments, correspondence, reports as required for the Clinical and non clinical Leadership Team and assisting them with the processing of documents that she/he produces filing, audio typing, photocopying and the composition of Provide a full diary management service - booking meetings organising travel and preparing complex travel Being first contact for the Team and taking autonomous action as Manage all incoming and outgoing mail, ensuring that urgent correspondence andmessages are given Produce powerpoint presentations and overheads for Update and maintain mailing for distributing information, and contact Maintain an effective and secure filing Set up and maintain an effective bring forward Take responsibility for tasks that are delegated by the leadership teaminformation and/or replies requested are pursued and received within the appropriatetimescales. This will entail a good understanding of the work of the Division and theability to foster good working relationships with staff internal and external to the Maintain knowledge of NHS developments/initiatives both locally and nationally andTrust policies and Organise and prepare meetings and Planning, organising and managing events including Team Events, Away Days andExternal Take minutes as required, liaising with the Divisional Director to ensure deadlines forproducing and circulating papers and minutes are agreed and Arrange specific events and hospitality as required, conferences, seminars Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all Ensure the leadership team ares briefed on circumstances/developments that haveoccurred during their absence so they are in possession of all up to date Team Leaders are required to present documents and information in an innovative way with the audience in mind.Managing relationshipsReceive guests and visitors professionally.Establish and sustain good professional relationships with a wide range ofpeople and agencies, both internally and courteous and responsive to general enquiriesOrganise hospitality for all visitors and/or Committee/Board advanced key board skills and knowledge in use of Microsoft Officeand use of databases and up and maintain databases for the management of the work of theUse the internet to retrieve information required and web based products to support the leadership teamContribute to the smooth running of the service by working in a flexible and positive manner.Develop office and secretarial practices to continually improve service delivery
To maintain the dignity of service users at all times. To maintain service user confidentiality at all times.
Accountable to: Head of Admin Services
Person Specification
Qualifications
Essential
1. Good Standard of education to NVQ Level 4 or equivalent
Knowledge/Experience
Essential
2. Ability to liaise effectively with different disciplines of staff and the public
3. Ability to work in a confidential and sensitive manner
4. Excellent team worker
5. Ability to exercise initiative and judgement in prioritising and dealing with urgent correspondence and enquiries
Values
Essential
6. Continuous Improvement
7. Accountability
8. Respectfulness
9. Enthusiasm
10. Support
11. High professional standards
12. Responsive to service users
13. Engaging leadership style
14. Strong customer service belief
15. Transparency and honesty
16. Discreet
17. Change oriented
Skills
Essential
18. Good IT skills, including Microsoft Word, Excel, e-mail and internet
19. Prioritisation skills for own work and that of others.