Team Secretary

at  Mersey Care NHS Foundation Trust

An exciting opportunity has arisen for a Team Secretary post. You will be part of the administration team based at Hollins Park. It is a busy role, and the successful candidate will need to have excellent organisational skills and be able to prioritise their workload on a daily basis due to competing deadlines and service demands. You will work closely alongside your colleagues who will guide and assist you in preparing for audits and any reports that need submitting.
You will be motivated, flexible and committed to being part of a team that is dedicated to providing the highest possible standards of care to our patients. The successful applicant will have the ability to work on their own, to prioritise their workload and work to tight deadlines. You will be required to liaise with external agencies including, Mental Health Review Tribunal Offices; other Medium Secure Units; Social Services; Probation Services, Home Office and HM Prison Service.
Can you please ensure that you able to evidence any qualifications that you add to your application form, this will be part of the recruitment process.
Shortlisting planned for 22 July 2024
Interview planned for 29 July 2024
The post holder will administratively support an extensive range of functions within the clinical services, including Service Leads, Social Care and Psychology, Rehabilitation and OT Services, Health Records, and regular Cashier duties.
This post also covers ward clerk duties and placing orders to support the services. The successful applicant will be a strong team player with a high level of organisational and interpersonal skills. You will be well organised and have the ability to work to competing deadlines and priorities. The post holder will be required to work flexibly, have the ability to establish good working relationships and deal with a wide range of professionals via telephone, written and face to face contact.
The post holder will have demonstrable experience of preparing for and taking live minutes plus the production and upkeep of action logs. Preparation for meetings will include chasing up outstanding reports and actions in advance of meetings.
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.
To type a wide variety of documents using IT packages. Work can be done from manuscript, audio and dictation. Typical documents include treatment summaries, treatment reports, case summaries, case conference reports, assessment reports, minutes of meetings, ward and healthcare reports.
To undertake cashiering duties as and when required.
The post holder will deal with highly disturbing material on a daily basis, via audio, video, handwritten and typed text.
The post holder will keep team diaries, as required.
Receive a variety of telephone calls, using initiative to deal with matters where possible, taking messages and re-directing calls as appropriate.
To assist in the preparation of papers and agendas for meetings. Ensuring any standing items are included and liaising with other members of the meeting. Attend and transcribe the minutes.
To receive and impart information of a serious criminal nature to those who have a professional right to know.
To arrange all meetings, visits, assessments and appointments for team members, both internally and externally.
To inform the Security Department of visitors to the secure site and make escort arrangements for the visitors.
To ensure security procedures and processes are adhered to in relation to visitors to Service.
To maintain and update the team filing systems, both paper and computerised.
To ensuring that all patient notes are entered accurately in the relevant Patient and Clinical Information Systems.
To provide secretarial cover for absent colleagues.
To deal with queries, face to face and telephone contact, with service users and carers on a regular basis, arranging clinical appointments, etc. Service users and carers may from time to time be in a highly distressed state.
To undertake general secretarial duties such as photocopying and dealing with enquiries.
To assist in the facilitation of conference and training events.
To assist team members in completion of Travel and Subsistence claims, as required.
To undertake full deployment of secretarial duties as required.
To update Service electronic databases, as required. For example, maintaining data accuracy, providing reports on the progress of referrals, waiting times, outcome reports.
To assist in ensuring that security procedures and protocols are adhered to, bringing any potential risks to the attention of the Administration Manager, Service Leads, Nursing and healthcare colleagues or security department.
To perform other duties of a similar kind appropriate to the grade, which may be required

Please refer the Job description for details