Administrator | Mersey Care NHS Foundation Trust in Knowsley

This is an opportunity to join a busy service that makes a real difference to people’s lives. The role is part of the Knowsley Talking Therapies team, providing high‑quality administrative support with minimal supervision to ensure efficient service delivery.

Responsibilities:

• Produce a comprehensive and high‑quality administrative support service undertaking a wide range of administrative tasks, including personal responsibility for a number of delegated tasks.
• Support a range of complex and sensitive administrative functions to ensure the effective and timely access to information for the storage and sharing of information.
• Act as the first point of contact for patients, service users and health professionals.
• Maintain databases and provide reports on the data required.
• Develop and maintain excellent working relationships with partner agencies.
• 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 actions are taken, escalating enquiries as and when required.
• Provide demographic details of cases when requested.
• Liaise with colleagues at all levels within the team and across other agencies to request and compile health information in a timely manner.
• Arrange clinics, book appointments and enter associated data including retrieval and maintenance of electronic patient records.
• Create new records and discharge records on the electronic records system.
• Ensure 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.
• Propose necessary changes of local protocols to aid service improvement, and ensure all SOP and guidance documents are kept up to date.
• Maintain appropriate supplies for the team, including ordering of supplies/equipment.
• Produce statistics, documents and reports using computerized systems, for example data relating to key performance indicators.
• Highlight operational concerns regarding administrative systems so that they can be reviewed.
• Work closely with clinical and operational teams to keep rotas up to date and shared with the appropriate person.
• Participate in mandatory and targeted training to update skills and knowledge.
• Maintain comprehensive electronic health records as per SOP.
• Deal with all communications/correspondence confidentially as per Information Governance Policy.
• Supervise other administrative support staff.
• Facilitate and contribute to meetings, including booking meeting rooms, arranging refreshments, taking and circulating notes and agendas (MDT meetings and service/team meetings).
• Support diary management and plan ahead to manage diary commitments.
• Participate and be engaged in service improvement initiatives/activities to enhance quality of patient care (for example participation in task and finish groups).
• Provide cover for and undertake duties of absent colleagues.
• Follow all the policies and procedures of the organisation.

Qualifications:

• Demonstrates excellent written and verbal communication skills.
• Strong organisational and time‑management skills.
• High level of accuracy and attention to detail.
• Maintains confidentiality when dealing with service user/staff information.
• Flexible and uses initiative to carry out duties, making a direct positive contribution to the organisation.
• Can work with minimal supervision and coordinate activities efficiently.
• Ability to act as first point of contact and manage complex queries.

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 beyond. We offer specialist inpatient and community services, and maintain high secure mental health facilities. Our commitment to “perfect care” means we support staff to deliver safe, effective and equitable services while working closely with service users, families and carers to design and develop the future of care. We are currently delivering a programme of organisational and service transformation to improve quality and reduce costs. Flexible working requests will be considered for all roles.