Devon Partnership NHS Trust

Business Administrator

This job is now closed

Job summary

A diverse and interesting opportunity has arisen for a highly motivated and multi-skilled Business Administrator to join the Psychology and Psychological Therapies (PPT) team based at Sherborne House, Newton Abbot. We have 28.5hrs per week on offer; however would consider slightly less hours for the right candidate. The role will be a combination of; providing PA support to the Older Adult Strategic Lead ; holding line management responsibilities for 3 Business Support Administrators and providing operational support to the Business Administrator Coordinator. Once competent there will be a mixture of on-site/remote working.

The PPT team provides a range of services including assessments, individual & group therapy and is made up of professionals including Clinical & Counselling Psychologists, Psychological Therapists, Art Therapists, Family Therapists, Professionals Leads and Assistant Psychologists.

We are seeking an enthusiastic and experienced administrator with excellent IT, communication and organisational skills, ideally with supervisory experience. Due to the combined nature of this role, we are looking for an individual who can prioritise, maintain boundaries and adapt at pace to changes in demands. We welcome applications from individuals who can demonstrate a commitment to delivering high quality administration support in an efficient and timely manner. If you have great people skills and a flair for organisation then this vacancy could be for you.

Main duties of the job

Administration services underpin all of our clinical activity, which means our dedicated and enthusiastic administration workforce is vital.

The general purpose of this role is to manage the administration provision for the South Devon PPT team alongside the Business Administration Coordinator & provide PA support to the Older Adult Strategic Lead.

- To provide line management for 3 Business Support Administrators as well as managing the flow of work to the team including but not limited to monthly supervisions, annual appraisals, absence monitoring, approving and monitoring of planned & unplanned leave, team rota system, mentoring and coaching plus awareness of HR policies

- Develop processes and systems that support the administration function including the ability to meet deadlines, collate data and maintain high standards whilst also enabling clinical colleagues to utilise their time operationally

- Ensure efficient turnaround times for clinical correspondence, taking corrective action to remedy where performance is compromised

- Recruit and maintain staff numbers ensuring appropriate levels of on site cover

- Meeting administration: taking and distributing formal minutes, recording clear actions, maintaining attendance records

- Diary management

- Procurement of office equipment

- Aiding in the training of new staff including planning inductions

- Collation of data and compiling of reports

- Ensuring patient pathways are correctly recorded on the electronic patient record system.

About us

About Devon Partnership Trust

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

Our values

We not only recruit employees based on their qualifications & experience - we recruit individuals who possess and demonstrate the behaviours which underpin the core values of our organisation. These values include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health & learning disabilities. We are a Disability Confident Employer.

Date posted

15 December 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Part-time, Home or remote working

Reference number

C9369-22-2405

Job locations

Sherborne House

Kingsteignton Road

Newton Abbot

Devon

TQ12 2PF

Job description

Job responsibilities

Please refer to the full Job Description and Person Specification attached to this advert which will provide further information on this role.

Job description

Job responsibilities

Please refer to the full Job Description and Person Specification attached to this advert which will provide further information on this role.

Person Specification

Qualifications

Essential

NVQ4 in administration or equivalent level administrative knowledge and experience
GCSE English or equivalent
Evidence of continuing professional and personal development

Experience

Essential

Previous experience of working within an administrative or secretarial role
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of dealing with confidential and complex information

Desirable

Experience of managing administration staff
Previous NHS experience of working in a Healthcare or Social Care Administrative setting

Knowledge

Essential

Intermediate IT skills in Microsoft Office Packages i.e. Word, Excel & Outlook
Working knowledge of administration procedures including diary management and arranging appointments/meetings
Electronic data base management
Ability to meet deadlines and work under pressure
Ability to manage diverse workload
Exceptional organisational skills and ability to prioritise

Skills & Abilities

Essential

Excellent interpersonal and communication skills both written and verbal
Willingness to embrace new ways of working/changes
Ability to recognise when other communication methods may be needed
Ability to work without direct supervision on a day to day basis
Attention to detail/quality
Ability to plan ahead and anticipate
Ability to recognise and manage challenging situations in a calm and professional manner
Positive attitude towards mental ill health and disability

Person Specification

Qualifications

Essential

NVQ4 in administration or equivalent level administrative knowledge and experience
GCSE English or equivalent
Evidence of continuing professional and personal development

Experience

Essential

Previous experience of working within an administrative or secretarial role
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of dealing with confidential and complex information

Desirable

Experience of managing administration staff
Previous NHS experience of working in a Healthcare or Social Care Administrative setting

Knowledge

Essential

Intermediate IT skills in Microsoft Office Packages i.e. Word, Excel & Outlook
Working knowledge of administration procedures including diary management and arranging appointments/meetings
Electronic data base management
Ability to meet deadlines and work under pressure
Ability to manage diverse workload
Exceptional organisational skills and ability to prioritise

Skills & Abilities

Essential

Excellent interpersonal and communication skills both written and verbal
Willingness to embrace new ways of working/changes
Ability to recognise when other communication methods may be needed
Ability to work without direct supervision on a day to day basis
Attention to detail/quality
Ability to plan ahead and anticipate
Ability to recognise and manage challenging situations in a calm and professional manner
Positive attitude towards mental ill health and disability

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.