Senior Administrator

Principal Responsibilities:1. Provide an administrative service to manager and team.2. Use own initiative to prioritise workload and escalate conflicting priorities to managers as appropriate.3. Receive and record all incoming mail and auto forwarded email transmissions to the relevant member staff. Prioritise the mail ensuring all urgent issues are brought to the managers attention and take action as directed by the manager.4. In the absence of the manager ensure that all relevant staff are kept informed and updated on any issues/queries and seek clarification on what information requires immediate action.5. Manage communication systems efficiently and effectively with staff and stakeholders.6. Produce statistics, documents, and reports, using various computerised systems, as and when required.7. Maintain databases and systems.8. Maintain and update the managers diary and ensure that manager has all relevant papers when attending meeting.9. Prepare papers and agendas for meetings as required. Attend and transcribe the notes and distribute accordingly. Set deadlines for typing/checking the notes and gathering agenda items to ensure timely distribution of paperwork.10. Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Manager and colleagues, both internally and externally. Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements.11. Maintain comprehensive filing systems for information received.12. Complete stock and non-stock requisitions, order goods services and/or equipment for the team and act as authorised signatory where appropriate.13. Maintain systems to support the monitoring of annual leave, sickness, carers leave, and study leave.14. Supervise other members of the team as required, allocating duties as necessary.15. Contribute to team meetings suggesting as appropriate any improvements to service which may be practical in the area.16. Contribute to general development initiatives and project work in line with service requirements.17. The post holder shall as necessary provide cover for and undertake duties of absent colleagues.18. The post holder shall follow all the policies and procedures of the organisation.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.This job description is intended as an outline indicator of general areas of activity and will be reviewed in light of the changing needs of the Trust in consultation with the postholder.