Team Administrator | Mersey Care Nhs Foundation Trust

An exciting opportunity has arisen to work within Mersey Care’s Organisational Effectiveness team.
You've heard the story about a stick of Blackpool Rock? You break it and the message runs all the way through. Well, we are looking for a new Team Administrator within our Organisational Effectiveness Team who "gets" Organisational Effectiveness/Development (OD). We are looking for someone who knows the impact an OE/OD team can have when the work is done well across an organisation and can show us how OE/OD runs through every aspect of what they do.
The post holder will be responsible for supporting key administrative activities across our People Plan workstreams including areas such as Leadership, Culture, Engagement, Belonging, Anti-Racism and Team Health.
The successful candidate will be responsible for supporting key administrative tasks within our Leadership Workstream as well as other areas of our People Plan including Culture, Engagement, Belonging, Anti-Racism and Team Health across Mersey Care. This will include the following:
• Act as a point of contact for the OE Team, responding to email queries and signposting/escalating appropriately.
• Maintain and update a variety of relevant databases.
• Assist OE Practitioners with room bookings for meetings and events as required - ensuring the availability and set up of tech and equipment if necessary.
• Prepare and issuing agendas and associated papers for meetings – Taking meeting notes and updating action trackers.
• Support the organisation and technical delivery of seminars, workshops as required.
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.
• Act as a point of contact for the OE Team, liaising with colleagues and other stakeholders to ensure that effective working relationships are maintained, enhanced and ensure effective dissemination of information.
• Maintain and update a variety of databases relevant to the OE Team.
• Provide accurate, well presented word processing documents using Microsoft Office packages, e.g. Word, Excel, Access and PowerPoint. Utilise the intranet and internet to locate documents and information required.
• Diary Management, including:• Arrange and organise meetings to provide continuity and effective use of time.
• Use judgement to make amendments to the diaries on matters of importance and urgency.
• Monitor the day to day activities of the team, thereby giving an indication to others of their availability.
• Maintain brought forward systems
• Process incoming correspondence, initiating action for and on behalf of the OE Team.
• Draft routine business correspondence on behalf of others.
• Receive communications, screen messages and requests and decide upon the appropriate course of action, with particular reference to items of a sensitive or confidential nature.
• To co-ordinate meetings and events as required. Ensuring the availability and set up of tech and equipment (projector/laptop) if necessary.
• Prepare and issue agendas and associated papers for meetings. Minute meetings and undertake any follow up enquiries and actions as directed. Ensure minutes are completed within agreed timescales to ensure all information is readily available.
• Ensure effective follow up of actions from meetings through liaising with members of the team and other organisations as appropriate.
• Assist in the preparation and production of reports and presentation packages to a professional standard.
• Support the organisation of conferences, seminars, workshops as required.
• Plan and prioritise own workload to ensure deadlines can be met.
• Maintain filing systems to ensure the effective retrieval of information. Assist with archiving of files and records as appropriate.
• Proactively develop and improve administrative processes, which will provide an effective service to the teams.
• Undertake on an ad-hoc basis a range of administrative tasks, including project work in support of the team.
• Ensure all records are managed in accordance with Record Lifecycle Management policy, procedure and process.
• To work on own initiative to maintain good office practice, and standards to ensure the office and administration functions run smoothly and efficiently.
• To co-ordinate workload efficiently and effectively.
This advert closes on Monday 26 Feb 2024