Total 9 Junior Executive level Administrative / Clerical job vacancies in Prescot, L35 5DR

To receive in and record all aspects of incoming mail (postal, email) ensuring that all urgent issues are brought to the Associate Directors attention for immediate action. Use initiative and take action on aspects of mail that require further enquiries before passing to the Associate Nurse to respond. To deal with a variety of incoming telephone calls in a professional manner and record appropriately, using initiative to deal with matters where possible, taking messages and redirecting calls as appropriate. This may include dealing with service users and their relatives in distressed circumstances. In these instances, the use of tact and empathy is essential. To produce a variety of documents, letters, memos and reports using Microsoft Office and other IT packages as requested. Typing can be by audio, manuscript, copy or dictation. To manage and maintain the Associate Directors electronic diary and utilise his/her time in the most effective way. This will involve the exercise of tact and persuasion to ensure that, as far as possible, the Associate Directors availability takes priority. Where appropriate, manage the diaries of other members of the Mental Health Care Division Management Team in the same way. To have overall responsibility for administration of meetings such as organising dates, times, venues and order refreshments as required. Prepare agenda and papers for all meetings chaired by the Associate Director and ensure that all paperwork pertaining to these meetings is available and distributed on time. Attend these meetings and produceminutes within agreed timescales. Ensure minutes are circulated once ratified to appropriate group. To maintain a Bring Forward system to ensure that all papers and agendas are ready for meetings at which the Associate Director attends. Ensure a system is in place to follow up any outstanding queries, comments and actions. Retrieve these issues on a weekly basis and take relevant action, ensuring that the Associate Director is kept aware of actions taken at all times. Please refer to attached Job Description for full list of duties and responsibilities.

An exciting opportunity has arisen for a Permanent position of Personal Assistant to the Mental Health Care Division Senior Leadership Team based at Kings Business Park, Prescot

The hours are full time 37.5 per week, Monday to Friday 9 am to 5 pm.

The post holder will be required to provide a comprehensive, confidential, efficient and effective secretarial/administrative support to the Associate Director of Nursing and Patient Experience with additional support to senior managers within the Adult Mental Health Directorate as and when required.

To ensure that all expected requirements are carried out efficiently and in a timely manner to facilitate all aspects of the day-to-day management of the service.

To have confidence and the ability to work on own initiative with minimum of supervision.

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 receive in and record all aspects of incoming mail (postal, email) ensuring that all urgent issues are brought to the Associate Director’s attention for immediate action. Use initiative and take action on aspects of mail that require further enquiries before passing to the Associate Nurse to respond.

To deal with a variety of incoming telephone calls in a professional manner and record appropriately, using initiative to deal with matters where possible, taking messages and redirecting calls as appropriate. This may include dealing with service users and their relatives in distressed circumstances. In these instances, the use of tact and empathy is essential.

To produce a variety of documents, letters, memos and reports using Microsoft Office and other IT packages as requested. Typing can be by audio, manuscript, copy or dictation.

To manage and maintain the Associate Director’s electronic diary and utilise his/her time in the most effective way. This will involve the exercise of tact and persuasion to ensure that, as far as possible, the Associate Director’s availability takes priority. Where appropriate, manage the diaries of other members of the Mental Health Care Division Management Team in the same way.

To have overall responsibility for administration of meetings such as organising dates, times, venues and order refreshments as required. Prepare agenda and papers for all meetings chaired by the Associate Director and ensure that all paperwork pertaining to these meetings is available and distributed on time. Attend these meetings and produce
minutes within agreed timescales. Ensure minutes are circulated once ratified to appropriate group.

To maintain a Bring Forward system to ensure that all papers and agendas are ready for meetings at which the Associate Director attends.

Ensure a system is in place to follow up any outstanding queries, comments and actions. Retrieve these issues on a weekly basis and take relevant action, ensuring that the Associate Director is kept aware of actions taken at all times.

Please refer to attached Job Description for full list of duties and responsibilities.






This advert closes on Sunday 22 Sep 2024

KEY DUTIES Act as first point of contact for all reception and telephone enquiries, ensuring that messages are forwarded to the appropriate persons in a timely manner and visitors are welcomed to the department. Deal appropriately with concerns from staff in line with Trust policy. Full reception service to include booking, re-arranging and cancelling appointments, closing clinics and blocking/opening slots etc on Careflow system. Accurate use of patient information using Careflow, including registration screen to check patient details are correct. Obtain information requested by Admin Manager. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying, posting letters. Participate in housekeeping of the office environment. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers to review working practices, ways of working and find solutions to problems. Work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager

An opportunity has arisen for a highly organised and experienced Personal Assistant to support the Deputy Director of Informatics within the Digital Maturity Team.

Provide comprehensive confidential administrative service to the Team, necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

You will have excellent communication skills and an ability to work well under pressure. A flexible and enthusiastic approach is essential for this busy role.

Take personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service to ensure the smooth running of the team.

You will also operate in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Personal Assistant is required to support the Deputy Director of Informatics and Digital Maturity Team to deliver his/her part of the Trust’s corporate objectives as well as his or her responsibilities in any relationships or activities they may participate in across a wider local or national footprint. He/she will undertake a wide range of secretarial and administrative tasks, including taking personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service.

The Personal Assistant also operates in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits.

KEY DUTIES
• Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director.
• Maintain an up to date confidential list of all appropriate contacts for the Deputy Director.
• Undertake specific projects, as dictated.
• Manage the Deputy Director’s diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include:
• Initiating, commissioning and coordinating briefings from senior staff
• Undertake specific projects, as dictated.
• Gathering and extracting information from a range of sources
• Topping and tailing documents and providing first draft briefings as appropriate
• Ensuring all relevant information / papers are provided in advance of meetings.
• Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available.
• Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met.
• Establish systems and processes, which ensure compliance with the Trust’s policies for the procurement of goods and services necessary to the effective running of the department.
• Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally.
• Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues.
• Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS – e.g. Policy areas).
• Prioritise the Deputy Director’s effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have ‘thinking time’ allocated.
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams.
• Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations.
• Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices.
• Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility.
• Manage/lead ad-hoc delegated projects as required.
• Attend and report back from meetings as required.
• Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation.
• Organise travel arrangements and itinerates for the Deputy Director as necessary.
• Assist in the administration around health and safety matters within the department where required.
• Ensure adequate supplies (stationery and others) are maintained.
• Ensure compliance with Trust polices, such as attendance management, within the department.
• Undertake any other reasonable duties required.
• Assist in administration of sickness leave, annual leave and appraisals for the department.
• Provide administrative support for Project Boards and other meetings as required.
• Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries.

CLINICAL & PROFESSIONAL RESPONSIBILITIES
• Adhere to relevant Code of Practice of Professional body.
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.

ADMINISTRATIVE RESPONSIBILITIES
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.

TEACHING & TRAINING RESPONSIBILITIES
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To actively participate in the annual performance review to identify personal development needs.

Advertising Date: 19th December 2023

Closing Date: 10th January 2024

Shortlisting Date: 12th January 2024

Interview Date: 18th January 2024


This advert closes on Tuesday 2 Jan 2024

Proud member of the Disability Confident employer scheme

An opportunity has arisen for a highly organised and experienced Personal Assistant to support the Deputy Director of Informatics within the Digital Maturity Team.

Provide comprehensive confidential administrative service to the Team, necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

You will have excellent communication skills and an ability to work well under pressure. A flexible and enthusiastic approach is essential for this busy role.

Take personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service to ensure the smooth running of the team.

You will also operate in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Personal Assistant is required to support the Deputy Director of Informatics and Digital Maturity Team to deliver his/her part of the Trust’s corporate objectives as well as his or her responsibilities in any relationships or activities they may participate in across a wider local or national footprint. He/she will undertake a wide range of secretarial and administrative tasks, including taking personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service.

The Personal Assistant also operates in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits.

KEY DUTIES
• Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director.
• Maintain an up to date confidential list of all appropriate contacts for the Deputy Director.
• Undertake specific projects, as dictated.
• Manage the Deputy Director’s diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include:
• Initiating, commissioning and coordinating briefings from senior staff
• Undertake specific projects, as dictated.
• Gathering and extracting information from a range of sources
• Topping and tailing documents and providing first draft briefings as appropriate
• Ensuring all relevant information / papers are provided in advance of meetings.
• Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available.
• Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met.
• Establish systems and processes, which ensure compliance with the Trust’s policies for the procurement of goods and services necessary to the effective running of the department.
• Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally.
• Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues.
• Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS – e.g. Policy areas).
• Prioritise the Deputy Director’s effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have ‘thinking time’ allocated.
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams.
• Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations.
• Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices.
• Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility.
• Manage/lead ad-hoc delegated projects as required.
• Attend and report back from meetings as required.
• Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation.
• Organise travel arrangements and itinerates for the Deputy Director as necessary.
• Assist in the administration around health and safety matters within the department where required.
• Ensure adequate supplies (stationery and others) are maintained.
• Ensure compliance with Trust polices, such as attendance management, within the department.
• Undertake any other reasonable duties required.
• Assist in administration of sickness leave, annual leave and appraisals for the department.
• Provide administrative support for Project Boards and other meetings as required.
• Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries.

CLINICAL & PROFESSIONAL RESPONSIBILITIES
• Adhere to relevant Code of Practice of Professional body.
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.

ADMINISTRATIVE RESPONSIBILITIES
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.

TEACHING & TRAINING RESPONSIBILITIES
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To actively participate in the annual performance review to identify personal development needs.

Advertising Date: 19th December 2023

Closing Date: 10th January 2024

Shortlisting Date: 12th January 2024

Interview Date: 18th January 2024


This advert closes on Wednesday 10 Jan 2024

KEY DUTIES Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director. Maintain an up to date confidential list of all appropriate contacts for the Deputy Director. Undertake specific projects, as dictated. Manage the Deputy Directors diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include: Initiating, commissioning and coordinating briefings from senior staff Undertake specific projects, as dictated. Gathering and extracting information from a range of sources Topping and tailing documents and providing first draft briefings as appropriate Ensuring all relevant information / papers are provided in advance of meetings. Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available. Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met. Establish systems and processes, which ensure compliance with the Trusts policies for the procurement of goods and services necessary to the effective running of the department. Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally. Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues. Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS e.g. Policy areas). Prioritise the Deputy Directors effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have thinking time allocated. Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams. Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations. Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices. Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility. Manage/lead ad-hoc delegated projects as required. Attend and report back from meetings as required. Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation. Organise travel arrangements and itinerates for the Deputy Director as necessary. Assist in the administration around health and safety matters within the department where required. Ensure adequate supplies (stationery and others) are maintained. Ensure compliance with Trust polices, such as attendance management, within the department. Undertake any other reasonable duties required. Assist in administration of sickness leave, annual leave and appraisals for the department. Provide administrative support for Project Boards and other meetings as required. Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries. CLINICAL & PROFESSIONAL RESPONSIBILITIES Adhere to relevant Code of Practice of Professional body. Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required. Manage the Deputy Directors travel and accommodation arrangements. Maintain and update post-logging system to track correspondence. Deal with telephone and personal enquiries. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets. Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office. Ensure that files and records are stored and retrieved appropriately in accordance with the Trusts Records Management Policy. Provide general administrative tasks (e.g. photocopying, faxing etc). Ensure that correct Trust procedures are utilised when ordering goods and services. Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information. Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism. Take every reasonable opportunity to maintain and improve professional knowledge. Participate in personal objective setting and review, including creation of a personal development plan. Take every reasonable opportunity to maintain and improve professional knowledge. Participate in personal objective setting and review, including creation of a personal development plan. ADMINISTRATIVE RESPONSIBILITIES Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required. Manage the Deputy Directors travel and accommodation arrangements. Maintain and update post-logging system to track correspondence. Deal with telephone and personal enquiries. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets. Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office. Ensure that files and records are stored and retrieved appropriately in accordance with the Trusts Records Management Policy. Provide general administrative tasks (e.g. photocopying, faxing etc). Ensure that correct Trust procedures are utilised when ordering goods and services. Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information. Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism. TEACHING & TRAINING RESPONSIBILITIES To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post. To actively participate in the annual performance review to identify personal development needs. Advertising Date: 19th December 2023 Closing Date: 10th January 2024 Shortlisting Date: 12th January 2024 Interview Date: 18th January 2024

Key Responsibilities to be gained over the period of the apprenticeship: Provide a comprehensive secretarial and administrative service Undertake diary management for ADO, Radiology Management Team and Radiologists Prepare presentation documents using relevant packages Support ADO, radiology management team and radiologists by arranging meetings, circulate agenda/provide supporting papers and take minutes at meetings Collate all statements and information for complaints and monitor to ensure responses are completed within the optimum deadlines set by the Trust Transcription of complaint letters and distribution to Complaint and Claims and relevant departments Update complaint database Provide administrative support for the Trust weekly PTL meeting including minute taking Filing of all documentation for ADO Responsible for recording and monitoring sickness absence, mandatory training and appraisals on ESR Complete eSVLs and update personnel records for managers within the care group Liaise with staff both inside and outside the care group to collect, collate and document information and data required for: Medical, Audit, Contract Monitoring, Statistical reports and Financial Management In conjunction with the Radiology Clinical Practice Manager set up, maintain and monitor contracts for Radiology equipment maintenance Liaise with suppliers with regard to quotes, type of contract required, changes to contract type and best value Maintain accurate database of work undertaken on Radiology equipment including correlation and payment of invoices Maintain accurate asset list by rooms, equipment ID etc Work using initiative and knowledge to deal with queries Maintain database of GPs and referrers on RIS Responsible for production and analysis of statistical data from the Radiology Information System (RIS) Provide system administration for Communicator, updating referrers/emails etc and monitor for errors Ensure all coded reports are tracked through the Failsafe procedures Monitor, maintain and update the Radiology website on the Trust Intranet

This is a 18 months Fixed term training post of 37.5 hrs per week, paid under Annex 21.

The successful applicant will be required to provide a comprehensive secretarial and administrative service to the ADO, Radiology Management Team and radiologists with minimum supervision and support the management team with Data Collection and presentation.

The post holder will be expected to organise their own workload to ensure that an efficient service is provided. It is essential that the post holder will provide initiative commensurate with the role and it is vital that confidentiality is maintained at all times.

Interview date: 4th December 2023

This is a Trainee (Apprentice) role, during which the post holder will be supported to work towards successful completion of:
• An approved level 2 qualification in English and maths (if they do not already hold the suitable equivalent qualifications)
• Medical Business Administration Level 3

As an apprenticeship this role is supported by an accompanying assessment and skills development programme, during which the post holder will gain the skills and knowledge relevant for this role. Learning will be a mix of in the workplace, formal on and off the job training, and the opportunity to practise new skills in a real work environment. On successful completion of their Apprenticeship, they will have the right knowledge, skills, and behaviours they need for their chosen role.

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

Key Responsibilities to be gained over the period of the apprenticeship:
• Provide a comprehensive secretarial and administrative service
• Undertake diary management for ADO, Radiology Management Team and Radiologists
• Prepare presentation documents using relevant packages
• Support ADO, radiology management team and radiologists by arranging meetings, circulate agenda/provide supporting papers and take minutes at meetings
• Collate all statements and information for complaints and monitor to ensure responses are completed within the optimum deadlines set by the Trust
• Transcription of complaint letters and distribution to Complaint and Claims and relevant departments
• Update complaint database
• Provide administrative support for the Trust weekly PTL meeting including minute taking
• Filing of all documentation for ADO
• Responsible for recording and monitoring sickness absence, mandatory training and appraisals on ESR
• Complete eSVLs and update personnel records for managers within the care group
• Liaise with staff both inside and outside the care group to collect, collate and document information and data required for: Medical, Audit, Contract Monitoring, Statistical reports and Financial Management
• In conjunction with the Radiology Clinical Practice Manager set up, maintain and monitor contracts for Radiology equipment maintenance
• Liaise with suppliers with regard to quotes, type of contract required, changes to contract type and best value
• Maintain accurate database of work undertaken on Radiology equipment including correlation and payment of invoices
• Maintain accurate asset list by rooms, equipment ID etc
• Work using initiative and knowledge to deal with queries
• Maintain database of GPs and referrers on RIS
• Responsible for production and analysis of statistical data from the Radiology Information System (RIS)
• Provide system administration for Communicator, updating referrers/emails etc and monitor for errors
• Ensure all coded reports are tracked through the Failsafe procedures
• Monitor, maintain and update the Radiology website on the Trust Intranet


This advert closes on Tuesday 28 Nov 2023

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KEY DUTIES To organise and manage the diaries of the Assistant Director, Directorate Managers Head of Quality and Matrons providing a first class secretarial service and ensuring their daily workload and priorities are met. Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance. To co-operate with the introduction of new Take minutes at senior management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings. To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication. To act as a point of contact within the Care Group, Trust and to external users ensuring that communication links are maintained at all times. To produce and circulate rotas as requested by the Care Group Management Team. Including liaising with all levels of staff, internally and externally. Search the intranet and internet for particular policies and guidelines as requested by the Care Group Management Team. Working as a team to ensure that adequate stationary and relevant stocks within the department are kept to an acceptable level. Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and PowerPoint. To co-ordinate additional activity payments for relevant specialities and ensure signed off appropriately with Manager. Maintenance of annual leave and sickness records for Senior Management and Nursing Staff as required by the Management Team. Taking receipt of recording of travel claims and preparation of Staff Variation Lists (SVL) and ensure that ESR is kept up to date in real time. Prepare Human Resources administration as necessary, including staff change of details forms, variation forms, manpower, orientation programmes appropriately. Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Care Group and reporting compliance. To undertake tasks delegated by the Managers to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met. Provide administrative and secretarial support to all Managers/Matrons within the Department and Trust in the absence of her/his secretary. Work collaboratively with other members of the senior management administrative and clerical team to ensure that the department always runs effectively. Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non- clinical advice and refer on to the most suitable person, ensuring that all queries are followed up as soon as possible. Maintain accurate and efficient records, manage filing, and brought forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness. Deal effectively with mail, e-mails, telephone enquiries and facsimiles from within and outside of the Trust, communicating all relevant information to the Manager/Matron as Ensure complaints are investigated in accordance with Trust Directive. To assist senior members of staff and all wards in ensuring targets are achieved. To provide day-to-day guidance to all staff involved in complaints handling. To work closely with Senior Members of the Care Groups and Complaints Co- Ordinators and follow up statements daily with all disciplines of the Trust. Deal with telephone complaints appropriately. Ensure that any correspondence and communication is recorded in real time on the Datix system for all complaints and telephone calls. Ensure that matters of a confidential nature, including information relating to staff and patients, are not divulged to any unauthorised person. Take part in the Trust appraisal process, agreeing objectives and a personal development plan on a yearly basis. Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development. Copy typing or audio typing as appropriate within the role and assist with typing of clinics as directed by the Administration Services Manager or Directorate Manager. Retrieval of case sheets from Records Department as and when required by Manager and also accessing the Trusts Medway database for patient details as and when Deal with patient enquiries from anxious callers and pass on information either verbally or written.