Main area: Administration
Grade Band: 4
Contract: Fixed term: 6 months (6 months from start date)
Hours: Full time - 37.5 hours per week (N/A)
Job ref: 350-CC6617811-B
Site: Hollins Park Hospital
Town: Warrington
Salary: £26,530 - £29,114 Per Annum
Salary period: Yearly
Closing: 13/02/2025 23:59
Mersey Care NHS Foundation Trust celebrates diversity and promotes 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.
Job overview
We are looking for an enthusiastic, motivated and dedicated team leader who will enjoy challenges in doing a variety of tasks. The post holder will be responsible for providing 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 in management of staff is an essential requirement.
Main duties of the job
1. Provide an efficient and responsive secretarial, administrative and organisational service to Community Services Division.
2. Develop, maintain and monitor effective office and information systems.
3. Undertake projects and functions as agreed by the Services Manager.
4. Ensure effective administration of the Childrens and Young Peoples services, agendas, and taking minutes.
5. Line management responsibilities for the admin staff within the service line.
Working for our organisation
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.
Detailed job description and main responsibilities
1. Provide comprehensive PA support to the Division by processing documents, correspondence, reports as required for the Clinical and non-clinical Leadership Team.
2. Provide a full diary management service - booking meetings, organising travel and preparing complex travel itineraries.
3. Be first contact for the Team and take autonomous action as appropriate.
4. Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
5. Produce PowerPoint presentations and overheads for presentations.
6. Update and maintain mailing lists for distributing information, and contact details.
7. Maintain an effective and secure filing system.
8. Set up and maintain an effective bring forward system.
9. Take responsibility for tasks that are delegated by the leadership team.
10. Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
11. Organise and prepare meetings and agendas.
12. Plan, organise and manage events including Team Events, Away Days and External Events.
13. Take minutes as required, liaising with the Divisional Director to ensure deadlines for producing and circulating papers and minutes are agreed and met.
14. Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all times.
15. Ensure the leadership team is briefed on circumstances/developments that have occurred during their absence.
16. Admin Team Leaders are required to present documents and information in an innovative way with the audience in mind.
Person specification
Qualifications
* Good Standard of education to NVQ Level 4 or equivalent
Knowledge/Experience
* Ability to liaise effectively with different disciplines of staff and the public
* Ability to work in a confidential and sensitive manner
* Ability to exercise initiative and judgement in prioritising and dealing with urgent correspondence and enquiries
Values
* Accountability
* Support
* High professional standards
* Responsive to service users
* Engaging leadership style
* Transparency and honesty
* Discreet
* Change oriented
Skills
* Good IT skills, including Microsoft Word, Excel, e-mail and internet
* Prioritisation skills for own work and that of others.
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