Job summary
- Main area
- Secretary/Administrator
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Office Hours - 8.30 - 5pm)
- Job ref
- 350-CC8170956
- Employer
- Mersey Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Bickerstaffe House, Ormskirk District General Hospital
- Town
- Ormskirk
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 05/08/2026 23:59
Employer heading
Secretary/Administrator
Band 3
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Mersey Care NHS Foundation Trust celebrates diversity and promotes equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.
We take positive action to support disadvantaged groups and also particularly encourage applications from ethnically diverse, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.
Using AI to support your application
Artificial Intelligence (AI) can be a helpful tool when preparing your application, supporting you to organise and structure your application and present your experiences clearly. However, we want to hear about your experiences and achievements. Please ensure everything you submit is truthful, accurate, and reflects your own work and experience. Your authentic story is the best way to help us understand who you are and what you can bring to the role. If content appears to be copied or misrepresented, it may impact the outcome of your application. We encourage you to use AI responsibly as a support tool, not a substitute for your own voice.
For tips and guidance, please refer to our applicant guidance.
Your experiences matter, let them shine.
Applications that appear mostly or fully generated by AI, without clear personal examples linked to the person specification, may be rejected.
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Job overview
An opportunity has arisen for Band 3 Secretary/Administrator to join our Therapy & Specialists Hub within Community Care Services at Mersey Care NHS Foundation Trust.
This role provides a comprehensive, high‑quality administrative and support to AHP & Therapy services, and is expected to work independently on a broad range of administrative tasks, support clinical teams and patients, maintain records and systems,
Main duties of the job
Working for our organisation
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.
Detailed job description and main responsibilities
1Act as a point of contact, receive and direct patients and visitors on arrival, providing reception services for patients, carers, staff, public, internal, and external customers.
Sort and prioritise incoming queries in line with the written guidance.
Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed, or action is taken, escalating enquiries as and when required.
Provide demographic details of cases when requested.
Liaise with colleagues at all levels both within the team and across other agencies and in other organisations to request and compile health information in a timely manner.
Responsibility for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of electronic patient records.
Responsibility of creating new records and discharging records on the electronic records system.
Ensuring the maintenance of the referral pathway process following Service procedures including liaison with other agencies and seeking consent as necessary.
Input patient sensitive/confidential information onto patient administration system ensuring accuracy, updating information as appropriate.
Record accurate and timely contact notes with patients on electronic record in line with Trust record keeping policy.
The post holder will propose any necessary changes of local protocols to aid service improvement, and to ensure that all standard operating procedures and guidance documents are kept up to date.
Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/ equipment.
Produce statistics, documents and reports using various computerised systems as appropriate for example data relating to key performance indicators.
To highlight any operational concerns regarding administrative systems so that they can be reviewed.
Work closely with clinical and operational teams to ensure that rotas are up to date and shared with the appropriate person.
Participate in all necessary mandatory and targeted training to update skills and knowledge.
Maintain comprehensive electronic health records as per standard operating procedures.
Deal with all communications/correspondence confidentially as per Information Governance Policy and information sharing guidance.
Supervision of other administrative support staff.
To ensure the creation of new clinical records.
Facilitating and contributing to meetings including booking meeting rooms, arranging refreshments, taking, and circulating notes and agendas as necessary. Meetings include but not limited to MDT meetings and service / team meetings.
Support diary management as required. To work with others to plan ahead and manage diary commitments ensuring equal balance and best use of time for meeting commitments.
To participate and be engaged in service improvement initiatives/ activities to enhance quality of patient care. For example, participation in task and finish groups.
The post holder shall as necessary, provide cover for and undertake duties of absent colleagues.
The post holder shall follow all the policies and procedures of the organisation.
Person specification
Qualifications
Essential criteria
- NVQ Level 3 in Business Administration or equivalent
- Educated to GCSE standard or equivalent
Desirable criteria
- OCR or equivalent
- Customer Service Qualification
Knowledge/experience
Essential criteria
- IT literate
- Proven experience of word processing, spreadsheet, and email software
- Experience of using patient administration systems
- Effective communication and interpersonal skills including telephone skills and face to face communication
- Experience of general administration office skills – filing, photocopying, faxing, note taking
- Experience of working to conflicting demands and work effectively within teams
- Ability to work in a confidential and sensitive manner
- Ability to plan, prioritise and schedule own work
- Able to work flexibly in accordance with service needs
- Ability to develop databases
- Computerised information systems
Desirable criteria
- Demonstrable knowledge of supervising other secretarial/administrative staff
Skills
Essential criteria
- Keyboard / Word Processing / Data Input
- Good communicator (verbal/written)
- Good organisational and interpersonal skills
- Ability and willingness to travel across the Trust
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Sue Evans
- Job title
- Admin Manager
- Email address
- [email protected]
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