Office Manager - Administration | Mersey Care NHS Foundation Trust

An exciting opportunity has arisen for a highly motivated and creative individual to join Halton Community LD Team for Adults with Learning Disabilities. You will be based at the Bridges Learning Centre, Crow Wood Health Park in Widnes which covers the areas of Widnes and Runcorn.

The purpose of the role is to ensure the provision of a comprehensive, confidential, accurate and timelysecretarialandadministrativeservicetotheservicemanagerandteammembers.including personal responsibility for a number of delegated tasks, supervision of other secretarial support staff within the Service as and when required.Toassisttheteaminthedeliveryofstrategic objectivesincorporatingestablishmentofsystemsandprocesses.

Workwithothersintheadministrationteamtodevelopand maintain appropriateadministrativesystems.

Prepare and maintain duty rotas and other management documentation as required.

Communicate with clinicians and members of the public on a daily basis.

Useowninitiativetoprioritiseworkloadandescalateconflictingprioritiestomanagersasappropriate.

Respond to all telephone, e-mail and general enquiries ensuring that appropriate messagesare emailed, or action is taken, and referring to the relevant member of the team as necessary.

Producedocumentsandreports,usingvariouscomputerisedsystems,asandwhen required.

Developandmaintaindatabasesandspreadsheets.

Contribute toandmaintainstandardoperatingprocedureinrelationtoadministration for the team.

Prepare papers and agendas for meetings as required. Attend and transcribe minutes anddistribute accordingly. Set deadlines for typing/ checking the notes and gathering agendaitemstoensuretimelydistributionofpaperwork.

Maintainappropriatesuppliesfortheteam,beingresponsibleforallnecessaryorderingofsupplies/ equipment.

Completestockandnon-stockrequisitions,ordergoodsservicesand/orequipmentfortheteamandactasauthorisedsignatory where appropriate.

Supervise and manage other members of the administrative team as required, allocatingdutiesasnecessary., To ensure the provision of a comprehensive, confidential, accurate and timelysecretarialandadministrativeservicetotheservicemanagerandteammembers.including personal responsibility for a number of delegated tasks, supervision of other secretarial support staff within the Service as and when required.Toassisttheteaminthedeliveryofstrategic objectivesincorporatingestablishmentofsystemsandprocesses.

PRINCIPALRESPONSIBILITIES

1. Workwithothersintheadministrationteamtodevelopand maintainappropriateadministrativesystems.

2. To oversee the day to day running of reception/clerical staff across the designated locality, including the induction, training, supervision and deployment of staff to ensure service requirements are met.

3. Prepare and maintain duty rotas and other management documentation as required.

4. Communicate with clinicians and members of the public on a daily basis.

5. Useowninitiativetoprioritiseworkloadandescalateconflictingprioritiestomanagersasappropriate.

6. Actasakeypointofcontactfortheteam.

7. Respond to all telephone, e-mail and general enquiries ensuring that appropriate messagesare emailed, or action is taken, and referring to the relevant member of the team as necessary.

8. Ensurethatallrelevantstaffarekeptinformedandupdatedonanyissues/queriesandseekclarificationonwhatinformationrequiresimmediateaction.

9. Producedocumentsandreports,usingvariouscomputerisedsystems,asandwhen required.

10. Developandmaintaindatabasesandspreadsheets.

11. Contribute toandmaintainstandardoperatingprocedureinrelationtoadministration for the team.

12. Sourceandgatherinformationforseniormembersoftheteamasrequired.

13. Maintainandupdatediariesandensurethatstaffhaveallrelevantpaperswhenattendingmeetings.

14. Ensurethatteammembersareawareofanypaperstheyhavetoproduceforrelevant groups,and orcommitteesoftheTrustBoard,andthedeadlinesforthese.

15. Prepare papers and agendas for meetings as required. Attend and transcribe minutes anddistribute accordingly. Set deadlines for typing/ checking the notes and gathering agendaitemstoensuretimelydistributionofpaperwork.

16. Co-ordinate the arrangement of meetings, visits, assessments and appointments for teammembers,bothinternallyandexternally.

17. Organisehospitalityand/orovernightaccommodationifrequiredandmake necessarytransportarrangements.

18. Developandmaintaincomprehensivefilingandelectronicfilingsystemsforinformationreceived.

19. Maintainappropriatesuppliesfortheteam,beingresponsibleforallnecessaryorderingofsupplies/ equipment.

20. Completestockandnon-stockrequisitions,ordergoodsservicesand/orequipmentfortheteamandactasauthorisedsignatory where appropriate.

21. Maintenance of computerised and paper-based staff records including annual leave, sicknessabsence, time off in lieu, bank shifts, overtime and carers leave. Receive and processinvoices,inlinewithdepartmentalproceduresandpolicies,keepingarecordofinvoicespaid.

22. Supervise and manage other members of the administrative team as required, allocatingdutiesasnecessary.

23. Assistintherecruitmentofstaff,includingparticipationinrecruitmentpanels, including the onboarding processes for new starters.

24. Support the monthly payroll process / E-Roster ensuring timely and accurate submission of information for payment.

25. Monitorattendanceandapproveannualleaveforthe admin staff.

26. ParticipateinindividualperformancereviewsandtheuseofPersonalAchievementandContributionEvaluation(PACE).

27. Attendandcontributetoteammeetings,suggestingasappropriateanyimprovementsto servicewhichmaybepractical inthearea.

28. Undertake mandatory training as required and participate in an annual performance and development review.

29. Participate in and undertake any training identified to support the efficient performance of the job role as identified in the performance and development review process or by a training needs analysis.

30. Contributetogeneraldevelopmentinitiativesandprojectworkinlinewithservice requirements.

GENERIC RESPONSIBILITIES FOR ALL STAFF

All post holders will agree to:

· Commit to the vision of supporting Mersey Care in becoming a leading organisation in the provision of community services, mental health care, addiction services and learning disability care, and in doing so fully utilise their skills and experience to support the objectives of the Trust.

· Role model the values of the Trust - Continuous Improvement, Accountability, Respectfulness, Enthusiasm and Support- in all activities and interactions with employees, service users and other stakeholders.

· Challenge the stigma associated with mental health and learning difficulties.

· Comply with the Duty of Candour, defined by Francis as: 'The volunteering of all relevant information to persons who have or may have been harmed by the provision of services, whether or not the information has been requested and whether or not a complaint or a report about that provision has been made.'

· Work across professional and organisational boundaries to improve services for all.

· Maintain their specific knowledge base and develop new skills.

· Value the contribution of the patient/ service user voice.

· Operate within any organisational codes of practice or those from a relevant professional body.

· Respect equality and diversity across all areas of working practice and communications with staff, service users and other stakeholders.

· Take responsibility for the accurate and timely collection and recording of data and ensuring all personally identifiable information is protected and used only for the purposes for which it was intended.

· Comply with all health and safety legislation and local policies and procedures.

· Adhere to all organisational policies.

· Have knowledge and understanding of technology in the workplace which is sufficient to maintain their efficiency and also how technology can empower service users in a digital environment.

· Comply with the NHS Constitution in relation to the staff responsibilities that it sets out for NHS employees.

· Attend a one day Just and Learning & Civility and Respect training workshop.

· Be an ambassador for Just & Learning and Civility & Respect following the training.

· Positively advocate the just and learning culture within your team.

· Be a confident supporter and implementer of the Trust CARES Values including Civility & Respect within your team.

· Support their team/ services to create a positive environment for Just and Learning Culture.

· Participate in Just and Learning Culture events.

· Bring Just and Learning Culture updates/ information to the attention of team members and other MCT colleagues they work with.

· Support and encourage the sharing of concerns about the safety and quality of care with senior leaders with the aim of improving safety and quality.

· Actively participate in creating an open culture within your team so that concerns and difficulties can be discussed safely and respectfully.

· Speaking up in the event that they are exposed to incivility between colleagues in the workplace #iwillspeakup.

· Listening and understanding others who have concerns and taking a collaborative approach to work towards a solution to improve civility and respect.

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.