Administrator - Secretary Dental Service | Mersey Care NHS Foundation Trust

An exciting opportunity has arisen for an Administrator/Secretary to join our Dental Service Office Team on a fixed term basis for 12 months.

Working from our Dental Office , the successful candidate will undertake a wide range of administrative and secretarial duties for the Dental Management Team and the wider Dental Service.

The post holder will have excellent communication and organisation skills, strong IT and keyboard skills and ideally be able to demonstrate experience of working within an administrative/secretarial setting.

To provide a comprehensive and high quality secretarial/administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks.

Support the delivery of the dental quality strategy incorporating the establishment of administrative systems and processes.

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.

Organise the diaries and commitments of managers, including scheduling of meetings, conferences, including making catering and travel arrangements when necessary.

Attend weekly meetings, take action notes/minutes prepare agendas and other papers as required.

Sort and prioritise mail for the team dealing with all correspondence confidentially.

Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken.

Receive and record all incoming mail and auto forwarded email transmissions to the relevant member of staff. Prioritise the mail ensuring all urgent issues are brought to the managers attention.

Deal with all communications/correspondence confidentially as per organisational policies and procedures.

Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.

Ensure provision of secretarial support to the dental clinical directors, managers and the wider dental team.

The post holder will propose any necessary changes of local protocols necessary to aid service improvement.

Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.

Undertake delegated tasks and prepare reports including PowerPoint presentations for appropriate managers.

Produce statistics, documents and reports using various computerised systems as appropriate for example data relating to maintenance records, dental mandatory training, invoice/order information.

Maintain comprehensive electronic and paper filing system . Responsible for supporting the co-ordination of dental mandatory training sessions across the dental service e.g. CPR, Manual Handling and Dental Contractors carrying out essential service/repair visits to clinics.

Work closely with Dental Nurse Managers to ensure this takes into account staff and clinic rotas.

Collate incoming invoices, keeping a record of invoices paid and process any invoice queries that may arise.

Record and monitor maintenance faults on database.

Participate in all necessary mandatory training.

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.