Job summary
- Main area
- Administrative Assistant
- Grade
- Band 3
- Contract
- Fixed term: 12 months (Would also accept 12 month secondment position.)
- Hours
- Full time - 37.5 hours per week (Monday to Friday - 8am-4pm)
- Job ref
- 350-SC6458459
- Employer
- Mersey Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Ashworth Hospital
- Town
- Maghull
- Salary
- £22,816 - £24,336 Per annum
- Salary period
- Yearly
- Closing
- 05/08/2024 23:59
Employer heading
Administrative assistant
Band 3
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Job overview
To organise and co-ordinate the administrative process of the Health Centre ensuring the delivery of an efficient and effective Primary Health Care Service within a High Secure setting.
Main duties of the job
To work with the minimum supervision, but any unusual circumstances will report problems to the Informatics Facilitator.
To provide PA / Secretarial Service for Modern Matron for Primary Health Care and GP, to undertake administrative duties on their behalf.
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. 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.
Detailed job description and main responsibilities
1. To act as the first point of contact for external agencies, to arrange and co-ordinate visiting Consultants clinics.
2. To be aware of and assist in the maintenance of the GP stand alone clinical information system within the service (Vision) Emis.
3. To co-ordinate all outpatient/ inpatient episodes in conjunction with the multi-disciplinary team.
4. To provide administrative support and advice to the Health Centre staff and Visiting Consultants.
5. Photopcopy correspondence and send to relevant personnel.
6. Maintain up to date labelling system. To provide non clinical information to all staff on a regular basis.
7. To be responsible for the maintenance of a comprehensive up-to-date filing system to ensure prompt retrieval of information.
8. To maintain stationary stock and non stock consumables and ensure availability via the e-procurement system.
9. To assist in the preparation of papers for meetings, attend meetings as and when required to take minutes.
10. To input invoice data into the e-procurement system.
11. To be responsible for accurately documenting own time sheet.
12. To maintain up to date records for Primary Health Care staff time sheets.
13. To provide administrative cover for absent colleagues within the service.
14. To work within the Trust's Equality and Diversity Policy.
15. To maintain up to date core skills, develop own skills and knowledge as identified by PDP. To provide advice and assistance to others by sharing own knowledge and skills in order to contribute to the development of the Primary Health Care Service.
16. To be aware of patients’ well-being, reporting any security and potential violent issues to the nurse in charge of department.
17. To work within a high secure area, where there are service users with a known dangerous, criminal or violent propensity.
18. Type a variety of letters, memo’s and documents (typing can be by audio, manuscript, copy or dictation) using a various range of software packages including Word, Excel, Powerpoint, Access and Project Management packages.
19. To input invoice data into the e-procurement system.
20. To be responsible for accurately documenting own time sheet.
21. To maintain up to date records for Primary Health Care staff time sheets.
22. To provide administrative cover for absent colleagues within the service.
23. To work within the Trust's Equality and Diversity Policy.
24. To maintain up to date core skills, develop own skills and knowledge as identified by PDP. To provide advice and assistance to others by sharing own knowledge and skills in order to contribute to the development of the Primary Health Care Service.
25. To be aware of patients’ well-being, reporting any security and potential violent issues to the nurse in charge of department.
26. To work within a high secure area, where there are service users with a known dangerous, criminal or violent propensity.
27. Type a variety of letters, memo’s and documents (typing can be by audio, manuscript, copy or dictation) using a various range of software packages including Word, Excel, Powerpoint, Access and Project Management packages.
Person specification
Application and Interview
Essential criteria
- Educated to GCSE Standard • Word Processing skills
- Knowledge of various software packages
- ECDL, CLAIT or willingness to study for
- Experience and understanding of using EMIS
- Minimum of 2 years experience working within a Primary Health Care setting
- Experience in office administration
- Knowledge of Health and Safety and Security issues within a High Secure setting.
- Excellent communication skills
- Excellent organisational skills and ability to react to a changing environment quickly.
- Excellent organisational skills and ability to react to a changing environment quickly.
- Must be able to work with minimal supervision.
- Professional telephone manner. Ability to experience judgement when dealing with staff and clients. Excellent listening and communication skills.
- Ability to work as part of a close knit team
- Understanding of Confidentiality of Information Policies and Procedures. Knowledge of Data Protection Act.
- Work within the trust values
Desirable criteria
- • Audio Typing experience
- • Previous experience of NHS procedures
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Leanne Shaw
- Job title
- Nurse Practitioner
- Email address
- [email protected]
- Telephone number
- 0151 472 4567
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