Administrative assistant

at  Mersey Care NHS Foundation Trust

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.
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.
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.
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

Please refer the Job description for details