Team Administrator

Job overview

To provide administrative support to Health and Safety Team and the Head of Safety and Security.

The post holder should be able to demonstrate excellent written and verbal skills, strong organisational and time management skills and have a high level of accuracy and attention to detail.  Be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation.

Main duties of the job

• 1.          Input data onto computerised systems as necessary and produce and maintain data and statistics as required by the Team and management etc. 2.          Attend to team and personal email inbox correspondence appropriately. 3.          Liaise with all staff in department to ensure systems and process are up to date and in line with Team requirements. 4.          Make or change appointments on behalf of the Team and ensure that relevant documentation is available. 5.          Ensure that efficient communications between the Team and other relevant agencies are maintained. 6.          Compose routine/non-routine documents when necessary. 7.          Maintain regular contact with the Team throughout the day when necessary. Exercise independent judgement and initiative based on acquired knowledge if problems arise. 8.          Attend meetings and produce minutes and agendas. 9.          Establish good levels of communication/liaison with departments and other services. 10.       To co-ordinate annual leave documentation with the Team and other colleagues. 11.       Make full use of information technology and co-operative in the introduction of technological developments. 12.       The ability to work as a team member and be able to adhere to strict guidelines. 13.       Undertake general office duties that fall in line with a team operating both in person and digitally. 14.       Update and maintain tracking systems used by the team

Detailed job description and main responsibilities

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.’ 25/8/21 • 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.