About this role
Job summary
(Fixed Term/ Secondment) Maternity Cover
An internal opportunity has arisen for a Band 4 Administration Team Leader to join our Therapies and Specialist hub, within Community Care Services at Mersey Care NHS Foundation Trust.
The role is key to the full procurement requirements within the hub liaising with internal and external stakeholders, and supportingthe day-to-day leadership and coordination of administrative and reception services.
This vacancy is open to internal Mersey Care colleagues only.
Main duties of the job
The post holder will have a significant role in assisting all aspects of the procurement process within the hub.
To provide day to day management of an effective flexible administrative support team and provide comprehensive confidential secretarial and administrative function to a multi-disciplinary team working both autonomously and as part of the team, resolving or referring problems, as necessary.
The post holder will contribute to the development and management of theadministrative and clerical support services provided across services. The postholder will establish, maintain, and develop professional working relationships with all departments to ensure a fit for purpose service is delivered. Reporting to the Administration Service Manager, the post holder will work under their own initiative and will have significant discretion to manage their own workload.
The post holder will manage and delegate tasks that are appropriate to their team. To provide an efficient and effective reception service and clerical support to the multidisciplinary clinical teams. The post holder will demonstrate an attitude which respects and values serviceusers and their carers.
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.
Job description Job responsibilities
To provide day to day management for members of the Administrative Support Team to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
Working in an agile manner across all teams.
Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover across all services.
Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies.
Responsibility for the provision of a range of typing, in a wide variety of letters and documents from manuscripts, shorthand, and audio typing.
Replying to correspondence on behalf of the consultants and multidisciplinary teams.
To co-ordinate/participate in the recruitment process as necessary, including job advert, shortlisting, interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to process.
Responsibility for the recording of staff absence in accordance with Trust Health and Wellbeing Policy including undertaking return to work reviews of the administrative support team.
Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving, etc.
Assist Team Manager in the implementation of Trust Policies and Procedures within the team, including assisting in the development of policies, procedures, and guidelines.
Prepare papers and agendas for meetings as required. Attend and transcribe the notes anddistribute accordingly. Set deadlines for typing/checking the notes and gathering agendaitems to ensure timely distribution of paperwork.
Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Manager and colleagues, both internally and externally (for example MDT meetings and service/ team meetings).
Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements.
Maintain comprehensive filing systems for information received.
Complete stock and non-stock requisitions, order goods services and/or equipment for the team and act as authorised signatory where appropriate.
Maintain systems to support the monitoring of annual leave,sickness, carers leave, and study leave.
Supervise other members of the team as required, allocating duties, as necessary.
Contribute to team meetings suggesting as appropriate any improvements to service which may be practical in the area.
Contribute to general development initiatives and project work in line with service requirements.
The post holder shall as necessary provide cover for and undertake duties of absent colleagues.
The post holder shall follow all the policies and procedures of the organisation.
To work on your own initiative with minimal supervision; prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
Responsibility for quality checking of CPA information and input/extract data providing reports/statistics are required.
Effective liaison with multidisciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when and that complex and sensitive information is communicated with empathy and reassurance.
Coordinate and participate in any social duties, including designated project work or tasks for the management/ administration team manager as appropriate to achieve the delivery of an efficient, pro-active, and high-profile administrative service.
Overall responsibility for processing and management of Petty Cash in accordance with Trust Probity and Local Authority Policies and Procedures.
To establish and monitor stock control systems (as per Trust Probity Manual), including medical and non-medical items via NHS Shared Business Services and liaising with suppliers/supplies department accordingly.
Be responsible for taking the lead of your own service area in attending Trust Meetings and cascading information to other staff within your service area.
Contribute to the continued improvement and quality of the AdministrativeSupport Service.
Arranging travel and accommodation for various meetings, arrange conferences and events, prepare agendas including obtaining information/reports, prepare materials including Power Point Presentations, prepare minutes of meetings ensuring accurate transcription and distribution as appropriate.
To support the management of the care records process in all aspects of the Trusts paper and electronic care records function by managing, maintaining, retrieving, and archiving all relevant care and non-care records including staff personal files and ensuring that working practices reflect legislation, national guidance and Trust Policies and Procedures
To monitor the admin teams input and retrieval of data from Trust IT systems and partner organisations.
Attend/Chair as professional representative at meetings/workshops/groups as required by head of service.
Contribute to service improvement initiatives to enhance quality of patient care.
Responsible for new admin staff attending/completing Trust induction, local induction, and training.
To manage staff competencies to carry out the role and to ensure they have timely access to systems.
Participate in serious untoward incidents investigations/reviews as required.
Support individuals, equality, diversity, and rights.
Participate in patient and public involvement activities.
Provide information and support to service users/carers as needed. Recognise and respond appropriately to urgent and emergency situations.
Contribute to the effective and efficient use of resources.
Understand and adhere to Trust Policies and Guidelines.Report and concern regarding patient care to the Line Manager.
To undertake any other delegated duties as appropriate and commensurate with the post.
Person Specification
Qualifications Essential
NVQ3 Business Administration and / or equivalent experience GCSE Grade A-C English and / or relevant experience
Desirable
Management Qualification Willingness to undertake further training / qualifications
Skills Essential
Effective verbal and written communication skills Excellent interpersonal and organisational skills Ability to work as member of a team Keyboard / Word Processing / Data Input Ability to develop, operate and maintain filing systems both manual and electronic Ability to develop effective interpersonal relationships with colleagues in the health care setting Ability to communicate effectively in a variety of settings Able to deal with sensitive issues with tact and diplomacy Able to present factual information and refer questions to others where appropriate Ability to prioritise own workload and work to defined timescales Ability to work on own initiative High degree of attention to detail Ability to motivate others Ability to respond to unpredictable circumstances requiring high levels of concentration Flexible approach to work Ability to demonstrate a compassionate and committed attitude to service users, carers, and other staff Good time management Commitment to service development Commitment to effective teamwork Willingness to undertake training appropriate to the post Demonstrate a commitment to always respecting and displaying the Trust Values
Knowledge/Experience Essential
Microsoft Office Package or equivalent Extensive experience of working in an office environment Previous experience in an Administration team Leader/senior administrative role Proven record of written and verbal communication skills Experience in developing effective administrative systems and processes Arranging meetings and taking minutes Extensive knowledge of office procedures Extensive knowledge of Microsoft Office e.g., outlook, PowerPoint, Excel Experience of working to conflicting demands and work effectively within teams
Desirable
Demonstrable knowledge of supervising other secretarial/administrative staff
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 Various/ Mersey Reach
Dunnings Bridge Road
Merseyside
L30 6UZ
United Kingdom
Employer's website https://www.merseycare.nhs.uk/ (Opens in a new tab)