Job summary The post holder will provide comprehensive, efficient and effective administrative and secretarial service to the Practice Education TeamTo develop good working relationships with all levels of staff (Trust wide and externally) in order to promote the work and services of the Practice Education Team.The post holder will demonstrate an attitude which respects and values service users' and their carers.The post holder will embrace the core values of the organisation and adopt thePrinciples of Recovery. These principles will recognise the need to:o Promote safe practiceso Value the aims of service userso Work in partnership and offer meaningful choiceo Be optimistic about the possibilities of meaningful changeo Value social inclusion Shortlisting planned for: 24 February 2025 Interview planned for: 10 March 2025 Main duties of the job Administrative management of AHP and Nursing student allocations, inclusive of direct communication with HEI partners, clinical colleagues and the Practice Education Team Administrative management of student IT kit loan arrangements inclusive of direct communication with Clinical Psychology trainees, AHP and Nursing students, clinical colleagues and the Practice Education Team Administrative management of Clinical Psychology functions inclusive of managing student information and supporting reporting processes 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 28 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per annum Contract Permanent Working pattern Full-time Reference number 350-TWS6809877-A Job locations V7 Building Kings Business Park Prescot L34 1PJ Job description Job responsibilities Generic Responsibilities for all staff:All post holders will agree to: Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust. Role model the values of the Trust Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support in all activities and interactions with employees, service users and other stakeholders Challenge the stigma associated with mental health and learning difficulties. Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.25/8/21 Work across professional and organisational boundaries to improve services for all. Maintain their specific knowledge base and develop new skills. Value the contribution of the patient/ service user voice. Operate within any organisational codes of practice or those from a relevant professional body. Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders. Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended. Comply with all health and safety legislation and local policies and procedures. Adhere to all organisational policies. Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment. Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees. Attend a one day Just and Learning & Civility and Respect training workshop. Be an ambassador for Just & Learning and Civility & Respect following the training. Positively advocate the just and learning culture within your team. Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team. Support their team/services to create a positive environment for Just and Learning Culture. Participate in Just and Learning Culture events. Bring Just and Learning Culture updates/information to the attention of team members and other MCT colleagues they work with. Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality. Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully. Speaking up in the event that they are exposed to incivility between colleagues in the workplace iwillspeakup. Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the postholder. Job description Job responsibilities Generic Responsibilities for all staff:All post holders will agree to: Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust. Role model the values of the Trust Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support in all activities and interactions with employees, service users and other stakeholders Challenge the stigma associated with mental health and learning difficulties. Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.25/8/21 Work across professional and organisational boundaries to improve services for all. Maintain their specific knowledge base and develop new skills. Value the contribution of the patient/ service user voice. Operate within any organisational codes of practice or those from a relevant professional body. Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders. Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended. Comply with all health and safety legislation and local policies and procedures. Adhere to all organisational policies. Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment. Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees. Attend a one day Just and Learning & Civility and Respect training workshop. Be an ambassador for Just & Learning and Civility & Respect following the training. Positively advocate the just and learning culture within your team. Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team. Support their team/services to create a positive environment for Just and Learning Culture. Participate in Just and Learning Culture events. Bring Just and Learning Culture updates/information to the attention of team members and other MCT colleagues they work with. Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality. Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully. Speaking up in the event that they are exposed to incivility between colleagues in the workplace iwillspeakup. Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the postholder. Person Specification Knowledge/Experience Essential Use of Microsoft Packages Use of e-mail system Use office equipment appropriately Working as part of a team Experience of working in an office environment Experience of arranging meetings and taking minutes Desirable Experience of working within the NHS or related healthcare experience Qualifications Essential Educated to GCSE standard RSA3 in IT packages or equivalent Desirable NVQ 3 Business Administration Values Essential 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 Skills Essential Excellent customer care awareness skills Good verbal and written communication skills Friendly, helpful approach Good interpersonal and organisational skills Ability to develop, operate and maintain filing systems both manual and electronic Ability to prioritise own workload and work to defined timescales Ability to work on own initiative Willingness to work flexibly Ability to travel between sites as required Excellent understanding/application of confidentiality and data protection. Ability to adapt to changing demands Act as a point of contact for all team members, liaising with internal and external colleagues to ensure that effective working relationships are maintained, enhanced and ensure effective dissemination of information. Maintain and update a variety of databases and placement management systems relevant to information received Support the effective and effective maintenance and development of the team electronic folder and sub folders (Shared Drive) Provide accurate, well presented word processing documents using Microsoft Office packages, e.g. Word, Excel, Access and PowerPoint. Utilise the intranet and internet to locate documents and information required. Draft routine business correspondence on behalf of others. Receive telephone and other communications, screen messages and requests and decide upon the appropriate course of action, with particular reference to items of a sensitive or confidential nature. Highlight any concerns received from students/educators/ Trust staff with a Practice Education Facilitator in a timely manner. To co-ordinate the booking of rooms for meetings and events as required. Ensuring the availability and set up of equipment (projector/laptop) if necessary. Report and record faults and minor repairs in the building through the relevant channels and to process related telephone calls and messages appropriately. Prepare and issue agendas and associated papers for meetings. Act as note taker at identified meetings undertaking any follow up enquiries and actions as directed. Ensure notes are completed within agreed timescales to ensure all information is readily available. Ensure effective follow up of actions from meetings through liaising with members of the teams and other organisations as appropriate. Administer records relating to annual leave, training, sickness and travel claims for members of the team. Proactively develop and improve administrative processes, which will provide an effective service to the teams. Undertake on an ad-hoc basis a range of administrative tasks, including project work in support of the team. Ensure all records are managed in accordance with Record Lifecycle Management policy, procedure and process Plan and prioritise own workload to ensure deadlines can be met. Accurately record own schedule using an online calendar Maintain filing systems both manual and computerised to ensure the effective retrieval of information. Assist with archiving of files and records as appropriate. Assist in photocopying, faxing and loading of printer cartridges to ensure the smooth running of departments. Process incoming correspondence, initiating action for and on behalf of the Practice Education Facilitators, particularly via use of the collective email address Assist in the preparation and production of reports and presentation packages to a professional standard. Support the organisation of team and partnership meetings, conferences, seminars, workshops as required. Ensure stock levels of stationary and other team equipment is maintained and rotated appropriately, ordering stocks through SBS when required. Ensure deliveries are checked, signed for and recorded in accordance with Standard Operating Procedures. Person Specification Knowledge/Experience Essential Use of Microsoft Packages Use of e-mail system Use office equipment appropriately Working as part of a team Experience of working in an office environment Experience of arranging meetings and taking minutes Desirable Experience of working within the NHS or related healthcare experience Qualifications Essential Educated to GCSE standard RSA3 in IT packages or equivalent Desirable NVQ 3 Business Administration Values Essential 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 Skills Essential Excellent customer care awareness skills Good verbal and written communication skills Friendly, helpful approach Good interpersonal and organisational skills Ability to develop, operate and maintain filing systems both manual and electronic Ability to prioritise own workload and work to defined timescales Ability to work on own initiative Willingness to work flexibly Ability to travel between sites as required Excellent understanding/application of confidentiality and data protection. Ability to adapt to changing demands Act as a point of contact for all team members, liaising with internal and external colleagues to ensure that effective working relationships are maintained, enhanced and ensure effective dissemination of information. Maintain and update a variety of databases and placement management systems relevant to information received Support the effective and effective maintenance and development of the team electronic folder and sub folders (Shared Drive) Provide accurate, well presented word processing documents using Microsoft Office packages, e.g. Word, Excel, Access and PowerPoint. Utilise the intranet and internet to locate documents and information required. Draft routine business correspondence on behalf of others. Receive telephone and other communications, screen messages and requests and decide upon the appropriate course of action, with particular reference to items of a sensitive or confidential nature. Highlight any concerns received from students/educators/ Trust staff with a Practice Education Facilitator in a timely manner. To co-ordinate the booking of rooms for meetings and events as required. Ensuring the availability and set up of equipment (projector/laptop) if necessary. Report and record faults and minor repairs in the building through the relevant channels and to process related telephone calls and messages appropriately. Prepare and issue agendas and associated papers for meetings. Act as note taker at identified meetings undertaking any follow up enquiries and actions as directed. Ensure notes are completed within agreed timescales to ensure all information is readily available. Ensure effective follow up of actions from meetings through liaising with members of the teams and other organisations as appropriate. Administer records relating to annual leave, training, sickness and travel claims for members of the team. Proactively develop and improve administrative processes, which will provide an effective service to the teams. Undertake on an ad-hoc basis a range of administrative tasks, including project work in support of the team. Ensure all records are managed in accordance with Record Lifecycle Management policy, procedure and process Plan and prioritise own workload to ensure deadlines can be met. Accurately record own schedule using an online calendar Maintain filing systems both manual and computerised to ensure the effective retrieval of information. Assist with archiving of files and records as appropriate. Assist in photocopying, faxing and loading of printer cartridges to ensure the smooth running of departments. Process incoming correspondence, initiating action for and on behalf of the Practice Education Facilitators, particularly via use of the collective email address Assist in the preparation and production of reports and presentation packages to a professional standard. Support the organisation of team and partnership meetings, conferences, seminars, workshops as required. Ensure stock levels of stationary and other team equipment is maintained and rotated appropriately, ordering stocks through SBS when required. Ensure deliveries are checked, signed for and recorded in accordance with Standard Operating Procedures. 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 V7 Building Kings Business Park Prescot L34 1PJ Employer's website https://www.merseycare.nhs.uk/ (Opens in a new tab)