Secretary/Administrator | Mersey Care NHS Foundation Trust in Ormskirk

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 comprehensive, high-quality administrative 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, organise clinic appointments, order supplies, and support local administrative systems and processes.

Key Responsibilities:

• Maintain electronic patient records and ensure confidential information is recorded accurately.
• Handle telephone, email, and general enquiries, ensuring messages are passed on and actions completed appropriately.
• Support patient record documentation and associated tasks such as appointment letters and discharges.
• Act 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 written guidance.
• Respond to all telephone, e-mail, and general enquiries ensuring that appropriate messages are emailed or action is taken, escalating enquiries as required.
• Liaise with colleagues at all levels both within the team and across other agencies to request and compile health information in a timely manner.
• Arrange clinics, book appointments, and manage associated data entry including the retrieval and maintenance of electronic patient records.
• Create new records and discharge records on the electronic records system.
• Ensure 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 the patient administration system ensuring accuracy, updating information as appropriate.
• Record accurate and timely contact notes with patients on electronic records in line with Trust record keeping policy.
• Propose any necessary changes to local protocols to aid service improvement and 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.
• Highlight any operational concerns regarding administrative systems for review.
• 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.
• Deal with all communications/correspondence confidentially as per Information Governance Policy and information sharing guidance.
• Supervise other administrative support staff.
• Facilitate and contribute to meetings including booking meeting rooms, arranging refreshments, taking, and circulating notes and agendas as necessary.
• Support diary management as required, planning ahead and managing diary commitments.
• Participate and engage in service improvement initiatives/activities to enhance quality of patient care.
• Provide cover for and undertake duties of absent colleagues as necessary.

The post holder shall follow all the policies and procedures of the organisation.