Business Administrator

Devon Partnership NHS Trust

The closing date is 26 September 2024

Job summary

An exciting new opportunity has arisen for an experienced administrator to work within the OPMH Community Mental Health Team for North Devon based at Knightshayes Clinic in Exeter for a 12 month fixed term period.

We are seeking an enthusiastic and experienced administrator with excellent IT, communication, organisational and management skills. 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.

The post-holders role is to work in partnership with the Clinical Team Manager (CTM) as the senior administrator in the team ensuring ensure high quality administrative support that will enable the provision of the best possible care to service-users. They will lead the administrative team to ensure effective, service-user focussed, administration systems are in place and support the CTM with administrative and reporting tasks enabling the CTM to focus on clinical work and team leadership.

Main duties of the job

Support the CTM to co-ordinate and monitor the work of the clinical staff in the team including:
Supporting the CTM with HR responsibilities for the clinical team including induction, My Staff File, sickness monitoring, annual leave, supervision, appraisal, training and Health Roster
Supporting the CTM with KPI monitoring, Quality Review of Clinical Records, CQC Self-assessment, Carenotes audits, governance reporting, diary management, away days, governance meetings, Business Continuity plans, lone working protocols, building management, RMS, risk register and complaints
Preparing reports on CMHT KPIs for team Business Meeting, LDU and DGB meetings
Overseeing CMHT referral, waiting list and triage admin processes
Oversee the day to day running of the administration team to ensure high quality administrative support to the clinical team including:
Line-management and HR responsibility for the administrative team including recruitment and induction
Setting up and managing effective office systems to support service delivery
Providing an admin systems induction for clinical staff joining the team
Collaborating with OPMH Business Administrator colleagues to develop, implement and maintain consistent service standards for the administration elements of the clinical care provided
Liaising with colleagues from other services using the team base to ensure high standards of support are extended to all service users regardless of the team that is treating them

About us

About Devon Partnership Trust

We provide mental health & learning disability 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

12 September 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,417 to £27,596 a year

Contract

Fixed term

Duration

1 years

Working pattern

Part-time, Job share, Flexible working

Reference number

C9369-24-0589-2

Job locations

Knightshayes Clinic

Whipton Hospital

Exeter

Devon

EX1 3RB

Job description

Job responsibilities

Please refer to the job description attached to this advert which will provide further information on this role.

Job description

Job responsibilities

Please refer to the job description attached to this advert which will provide further information on this role.

Person Specification

Qualifications

Essential

RSA 3 Word Processing or equivalent level of experience in practice.
Shorthand or Speedwriting
NVQ4 in administration or equivalent level administrative knowledge and experience
GCSE English or equivalent
Evidence of continuing professional and personal development

Knowledge, Skills & Ability

Essential

Excellent interpersonal and communication skills both written and verbal
Able to deal confidentially and tactfully with people at all levels.
Ability to take and convey clear messages
Experience in dealing with people in distress in a calm and confident manner
Willingness to embrace new ways of working/changes
Ability to recognise when other communication methods may be needed
Understanding and respect of confidentiality in the workplace.
Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
Working knowledge of a range of administrative procedures including diary management and arranging appointments
Experience or understanding of creating electronic records, electronic filing systems
Ability to manage diverse workload whilst dealing with frequent interruptions
Ability to meet deadlines and to work under pressure
Exceptional organisational skills and ability to prioritise
Ability to work both independently and as part of a team
Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
Knowledge of our business and how it supports patient care

Experience

Essential

Excellent organisational skills.
Experience of managing administration staff
Ability to prioritise workload and adapt to change when required
Experience of working as part of a team.
Previous experience of working within an administrative or secretarial team.
Experience of dealing with confidential and complex information
Previous NHS experience of working in a Healthcare or Social Care administrative setting

Desirable

Demonstrate good numeracy and literacy skills
Experience of general office routine and filing systems

Person Specification

Qualifications

Essential

RSA 3 Word Processing or equivalent level of experience in practice.
Shorthand or Speedwriting
NVQ4 in administration or equivalent level administrative knowledge and experience
GCSE English or equivalent
Evidence of continuing professional and personal development

Knowledge, Skills & Ability

Essential

Excellent interpersonal and communication skills both written and verbal
Able to deal confidentially and tactfully with people at all levels.
Ability to take and convey clear messages
Experience in dealing with people in distress in a calm and confident manner
Willingness to embrace new ways of working/changes
Ability to recognise when other communication methods may be needed
Understanding and respect of confidentiality in the workplace.
Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
Working knowledge of a range of administrative procedures including diary management and arranging appointments
Experience or understanding of creating electronic records, electronic filing systems
Ability to manage diverse workload whilst dealing with frequent interruptions
Ability to meet deadlines and to work under pressure
Exceptional organisational skills and ability to prioritise
Ability to work both independently and as part of a team
Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
Knowledge of our business and how it supports patient care

Experience

Essential

Excellent organisational skills.
Experience of managing administration staff
Ability to prioritise workload and adapt to change when required
Experience of working as part of a team.
Previous experience of working within an administrative or secretarial team.
Experience of dealing with confidential and complex information
Previous NHS experience of working in a Healthcare or Social Care administrative setting