Personal Assistant to the Service Manager and Deputy Service Manager

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Mersey Care NHS Foundation Trust celebrates diversity and promotes equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.

We take positive action to support disadvantaged groups and also particularly encourage applications from ethnic minorities, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.

Job overview

The post holder will be based on the Maghull Health Park site

You will be an enthusiastic, organised and hard working individual who has demonstrable experience of supporting busy colleagues. You will be required to administratively support every aspect of the Service Manager and Deputy Manger and Matrons.

You will provide an administrative service to the Service Manager and Deputy Service Manager. This will involve the receiving and prioritising of incoming work, redirecting where necessary before passing to the Service Manager. Type a wide variety of documents, using various IT packages. Work can be done from manuscripts, copy, and dictation. Prepare papers and agendas for meetings as required. Attend and transcribe the live minutes and distribute accordingly. Set deadlines for typing/checking the minutes and gathering agenda items to ensure timely distribution of paperwork. Ensure the Service Manager has all relevant papers when attending meetings and ensure all paperwork pertaining to these meetings is available and filed for easy retrieval and reference. You will act as a main point of contact for the Service Manger and Deputy Service Manager

Main duties of the job

As an experienced Personal Assistant, you will have an understanding of medical terminology and managing busy diaries to maximise use of the Service Manager and Deputy Service Manager's time. You will be responsible for typing a wide variety of documentation from both manuscript and transcription recordings. You will be required to arrange internal and external meetings/visits, which may include the booking of venues and hotels.

You will be required to liaise with external agencies including: Mental Health Review Tribunal Offices; other Secure Units; Social Services; Probation Services, Home Office and HM Prison Service.

Based within a general office environment, you will be motivated, flexible and committed to being part of a team that is dedicated to providing the best possible outcomes for the patients in our care.

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 11 million people.

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.

Detailed job description and main responsibilities

As an experienced Personal Assistant, you will have an understanding of medical terminology and managing multiple busy diaries to maximise use of the Service Manager and Deputy Service Manager's time. You will be responsible for typing a wide variety of documentation from both manuscript and transcription recordings. You will be required to arrange internal and external meetings/visits, which may include the booking of venues and hotels.

You will be required to liaise with external agencies including: Mental Health Review Tribunal Offices; other Secure Units; Social Services; Probation Services, Home Office and HM Prison Service.

Based within a general office environment, you will be motivated, flexible and committed to being part of a team that is dedicated to providing the best possible outcomes for the patients in our care.

Person specification

QUALIFICATIONS

Essential criteria

• RSA III/Pitman Advanced typing/word processing or OCR Level 3 (text production and word processing modules) or demonstrate proven experience at this level

Desirable criteria

• ECDL

KNOWLEDGE/EXPERIENCE

Essential criteria

• Significant demonstrable experience working at a similar level with proven secretarial /admin skills
• Experience of working with confidential information
• Experience of minute taking at meetings
• Demonstrate communication skills - written and verbal
• Demonstrate QWERTY keyboard skills
• Computer literate and a familiarity with Microsoft Word
• Audio typing skills
• Demonstrate organisational skills
• Good interpersonal skills and the ability to relate to people with tact and diplomacy
• Ability to take minutes.

Skills

Essential criteria

• Ability to work as part of a team
• Ability to produce accurate work
• Ability to work unsupervised
• Demonstrate a flexible approach
• Demonstrate a professional approach
• Evidence of concern for own development

VALUES

Essential criteria

• Continuous Improvement, Accountability, Respectfulness, Enthusiasm, Support. High professional standard, Responsive to service users, Engaging leadership style, Strong customer service belief, Transparency and honesty, Discreet and Change oriented

Please ensure you check the email account from which you apply for all correspondence. All information regarding your application will come from apps.trac.jobs not NHS Jobs.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

As a Disability Confident Employer, we offer a guaranteed interview scheme for applicants who consider themselves to be disabled who meet the minimum (essential) criteria for the role in the person specification. If you would like your application to be considered under the Trust's guaranteed interview scheme you can indicate this in the personal information section of your online application form.

Should you require a reasonable adjustment to our recruitment process please email recruitment@merseycare.nhs.uk to ensure that measures can be put in place to support you.

We reserve the right to close any vacancy earlier than advertised in exceptional circumstances once we have received a high volume of applications.

The Trust expects all post holders who require an enhanced DBS for their role subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £13 per year and maintain registration. Trans applicants who require a DBS check and do not want to reveal details of their previous identity can contact the DBS Sensitive Applications Team (01516761452 or email sensitive@dbs.gsi.gov.uk) with their application number once they have completed their DBS application form. The team can prevent any previous identity showing on the DBS Certificate, unless the applicant has a conviction under their previous details in which case this will need to be disclosed.

Flexible working requests will be considered for all roles.

Please be advised that the use of Artificial Intelligence on applications is monitored and if you choose to use this, you must declare this on your application form.

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

• JD Personal Assistant to the Service Manager (PDF, 679.6KB)
• OH Risk Form (PDF, 152.4KB)
• A Great Place to Work (PDF, 2.1MB)
• Our People Promise and Charter (PDF, 5.8MB)