Job summary An exciting opportunity has become available within our Physiotherapy Team. We are offering an opportunity for a senior administrator to join our team and support staff across AHP & Therapy teams within the Division. We want to hear from you if you are highly committed to working within a team of professionals. This post is based at Kings Business Park, Prescot. This exciting opportunity will give the post holder experience in senior administration whilst supporting a clinical team. The post holder shall as necessary provide cover for and undertake duties for absent colleagues, and support the general development initiatives and project work in line with service requirements. Main duties of the job Prepare papers and agendas for meetings as required. Attend and transcribe the notes and distribute accordingly. Set deadlines for typing/checking the notes and gathering agenda items to ensure timely distribution of paperwork. Line management responsibilities. Prepare and maintain duty rotas and other management documentation as required. Monitor and approve annual leave requests. Plan and complete PDR's, document and formulate development plans for reception/administrative staff. Assist with the recruitment and selection of staff. The post holder will act in HR related issues and lead the implementation of HR Procedures at the informal stage, in relation to discipline, grievance and capability issues. Manage absence at the informal stage following the Trust's managing sickness and absence policy, monitoring sickness absence, completing Occupational Health referrals and conducting return to work interviews. Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Manager and colleagues, both internally and externally. Produce statistics, documents and reports, using various computerised systems, as and when required. 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 29 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Fixed term Duration 12 months Working pattern Part-time Reference number 350-CC6953304 Job locations Kings Business Park V7 Building Prescot L34 1PJ Job description Job responsibilities Principal Responsibilities:1. Provide an administrative service to manager and team.2. Use own initiative to prioritise workload and escalate conflicting priorities to managers as appropriate.3. Receive and record all incoming mail and auto forwarded email transmissions to the relevant member staff. Prioritise the mail ensuring all urgent issues are brought to the managers attention and take action as directed by the manager.4. In the absence of the manager ensure that all relevant staff are kept informed and updated on any issues/queries and seek clarification on what information requires immediate action.5. Manage communication systems efficiently and effectively with staff and stakeholders.6. Produce statistics, documents, and reports, using various computerised systems, as and when required.7. Maintain databases and systems.8. Maintain and update the managers diary and ensure that manager has all relevant papers when attending meeting.9. Prepare papers and agendas for meetings as required. Attend and transcribe the notes and distribute accordingly. Set deadlines for typing/checking the notes and gathering agenda items to ensure timely distribution of paperwork.10. Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Manager and colleagues, both internally and externally. Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements.11. Maintain comprehensive filing systems for information received.12. Complete stock and non-stock requisitions, order goods services and/or equipment for the team and act as authorised signatory where appropriate.13. Maintain systems to support the monitoring of annual leave, sickness, carers leave, and study leave.14. Supervise other members of the team as required, allocating duties as necessary.15. Contribute to team meetings suggesting as appropriate any improvements to service which may be practical in the area.16. Contribute to general development initiatives and project work in line with service requirements.17. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.18. The post holder shall follow all the policies and procedures of the organisation.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. 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 Principal Responsibilities:1. Provide an administrative service to manager and team.2. Use own initiative to prioritise workload and escalate conflicting priorities to managers as appropriate.3. Receive and record all incoming mail and auto forwarded email transmissions to the relevant member staff. Prioritise the mail ensuring all urgent issues are brought to the managers attention and take action as directed by the manager.4. In the absence of the manager ensure that all relevant staff are kept informed and updated on any issues/queries and seek clarification on what information requires immediate action.5. Manage communication systems efficiently and effectively with staff and stakeholders.6. Produce statistics, documents, and reports, using various computerised systems, as and when required.7. Maintain databases and systems.8. Maintain and update the managers diary and ensure that manager has all relevant papers when attending meeting.9. Prepare papers and agendas for meetings as required. Attend and transcribe the notes and distribute accordingly. Set deadlines for typing/checking the notes and gathering agenda items to ensure timely distribution of paperwork.10. Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Manager and colleagues, both internally and externally. Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements.11. Maintain comprehensive filing systems for information received.12. Complete stock and non-stock requisitions, order goods services and/or equipment for the team and act as authorised signatory where appropriate.13. Maintain systems to support the monitoring of annual leave, sickness, carers leave, and study leave.14. Supervise other members of the team as required, allocating duties as necessary.15. Contribute to team meetings suggesting as appropriate any improvements to service which may be practical in the area.16. Contribute to general development initiatives and project work in line with service requirements.17. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.18. The post holder shall follow all the policies and procedures of the organisation.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. 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 Qualifications Essential RSA or Equivalent NVQ or Equivalent Computer Literate Knowledge / Experience Essential Demonstrable experience of working within multi-agency team Experience of working with confidential information Experience of note taking at meetings Demonstrable knowledge of secretarial and office administration services Values Essential Continuous improvement High professional standards Responsive to service users Transparency Honesty and discreet Change orientated Skills Essential Excellent communication, organisational and interpersonal skills Excellent keyboard skills Ability to be flexible, work on own initiative and as part of a team Person Specification Qualifications Essential RSA or Equivalent NVQ or Equivalent Computer Literate Knowledge / Experience Essential Demonstrable experience of working within multi-agency team Experience of working with confidential information Experience of note taking at meetings Demonstrable knowledge of secretarial and office administration services Values Essential Continuous improvement High professional standards Responsive to service users Transparency Honesty and discreet Change orientated Skills Essential Excellent communication, organisational and interpersonal skills Excellent keyboard skills Ability to be flexible, work on own initiative and as part of a team 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 Kings Business Park V7 Building Prescot L34 1PJ Employer's website https://www.merseycare.nhs.uk/ (Opens in a new tab)