Devon Partnership NHS Trust

Business Administration Co-ordinator / PA

This job is now closed

Job summary

Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care.

The post holder will be responsible for providing effective and efficient clerical and administrative support to an assigned senior manager and associated teams within healthcare. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.

The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate. Previous high level Administration experience is essential (RSA Level 3 or equivalent) and excellent attention to detail. Comprehensive minute taking and document management are key parts of this role and experience of this is essential

Interviews are scheduled to take place at Wonford House on Monday 20th May 2024.

Main duties of the job

Main contact for Pharmacy and Medicines Optimisation Team

Coordinates and supports core clinical pharmacy team (34wte) and provides PA support to chief pharmacist and MO senior leadership team.

Manages and supports delivery of Trust Medicines Safety Committee (MSC), Drugs and Therapeutics Committee (DTC), Medicines Optimisation Safety Group (MOSG), and the Medical Gases Committee (MGC). Also supports the Devon Medicines Safety Officer meeting which is a system wide meeting with other NHS providers.

Manages and maintains 345 clinical / medicines policies, procedures and guidelines, support management of core and bespoke medicines training, manages and maintains FP10 (HNC) controlled stationary.

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.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These 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 conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Date posted

08 May 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year pro rata (30 hours per week)

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9369-24-0308

Job locations

Wonford House Hospital

Dryden Road

Exeter

EX2 5AF

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

Experience

Essential

Excellent organisational skills.
Ability to prioritise workload and adapt to change when required
Experience of dealing with confidential and complex information
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of managing a team of administrators

Desirable

Previous experience of working in a Healthcare or Social Care administrative setting

Qualifications

Essential

Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
RSA 3 Word Processing or equivalent level of experience in practice.

Desirable

Shorthand or Speedwriting
ECDL (European Computer Driving Licence)

Knowledge & Skills

Essential

Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
Electronic data base management
Excellent interpersonal and communication skills both written and verbal

Person Specification

Experience

Essential

Excellent organisational skills.
Ability to prioritise workload and adapt to change when required
Experience of dealing with confidential and complex information
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of managing a team of administrators

Desirable

Previous experience of working in a Healthcare or Social Care administrative setting

Qualifications

Essential

Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
RSA 3 Word Processing or equivalent level of experience in practice.

Desirable

Shorthand or Speedwriting
ECDL (European Computer Driving Licence)

Knowledge & Skills

Essential

Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
Electronic data base management
Excellent interpersonal and communication skills both written and verbal

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.