Job summary
We are looking for a Full Time Business Administrator to join the Haldon Eating Disorder Service based on a ward in Wonford House, Exeter. The position is for 37.5 hours a week.
The Haldon team are compassionate and supportive, and genuinely committed to working together with the people who use our services, who come from diverse backgrounds, cultures and experiences.
Main duties of the job
We are seeking someone who has had experience of working in a team, providing administrative support and line management in a busy office environment. The role involves communication, so we expect excellent verbal and written skills in order to produce reports, maintain filing systems and records, and take accurate meeting minutes. We expect a working knowledge of Microsoft Office packages, particularly Word and Excel. Excellent working knowledge of Healthroster and MSTeams would also be an advantage.
Interacting with patients and the public, and being confident in giving non-clinical information and advice that improves their experience, are also ideal qualities. Dealing with sensitive information on a daily basis and understanding the importance of data security are key attributes.
The successful applicant will often work under pressure and without direct supervision, so we are looking for someone who is confident, capable, able to prioritise tasks, and manage their own workload, providing support for colleagues where required.
You will become an important part of the team, working to ensure that every patient receives high quality care. You may be required to support the induction of new staff members, demonstrating activities to them.
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.
Job description
Job responsibilities
The purpose of this role is to manage the administration provision across inpatient ward/s.
Working in partnership with the Management Team and Clinical Leads to ensure the optimum deployment of resources to enable the delivery of contracted activity as required.
To provide line management for the administration establishment as well as managing the flow of work to the team and develop process and systems that support these functions including ability to meet deadlines, collate data and maintain standards relating to the administrative processes.
To ensure that the turnaround times for clinical correspondence, results management response times to patient enquiries are delivered, taking corrective action to remedy where performance is compromised.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills, proven management experience and attention to detail.
The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.
Possibility for this postholder to work across one or more sites.
Key Responsibilities include:
- Line management of administration team that provide the administration support for multi-disciplinary teams.
- Recruit and maintain staff numbers ensuring appropriate level of administrators are available to support teams effectively. Which includes appropriate cover for leave
- Develop and maintaining processes and systems that provide clinical colleagues with effective and efficient methods to enable them to utilise their time more operationally
- Chair regular administration meetings
- Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
- Ensure the teams have the appropriate and required training, equipment and environment to undertake their roles effectively
- Monitor maintenance within the building/s, ensure that the appropriate recording and reporting systems are up to date and the appropriate individuals,/teams are aware of breakages, changes or hazards to the building
- Develop and maintain Business Continuity Plans for area of responsibility
- Build and maintain strong relationships with clinical managers and teams
- Responsible for ensuring all records are up to date on appropriate staffing and patient systems and that items are dealt with quickly and efficiently on finance systems
- To maintain communication links with all staff, using a variety of techniques to develop team morale and motivation through effective personal leadership
- Promoting a satisfying and challenging environment for staff to work in. Aim to build a climate in which staff are valued and developed to their full potential.
Profile:
- Excellent planning and organisation skills
- Excellent written and verbal communication skills
- Excellent attention to detail
- Enthusiastic and confident to challenge
- Collegiate approach and diligent
- Takes pride in their work and consistently strives to produce work of the highest standard
- Seeks to deliver the best possible outcome rather than just the task at hand
- Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload)
- Excellent line management skills to manage team that enables the support and confidence of clinical colleagues
- Experience of prioritising a varied and busy workload their own and that of the team they support
- Experience of working under pressure with the ability to work to and achieve deadlines
- Strong commitment to ensure standardisation of practices across the organisation
- The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
Duties and Responsibilities
Communication and Working Relationship Skills
- To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records.
- Communicate important/confidential/sensitive information to assigned manager/associated team.
- Line manage team members which may include communicating sensitive or contentious information.
- Comprehensive inbox management and filing, including emails which have been actioned or are pending.
- To be an integral link between members of the multi-disciplinary team and the administration team.
- To be first point of contact for manager/associated team. Take and forward accurate messages in a timely manager.
- Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg letters, memos, report, presentations, audio recording of minutes and use of Trust Intranet and Internet as required.
Analytical and Judgemental Skills
- To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material.
- Keep appropriate statistical records/information as and when required by the manager/associated team for audit purpose.
- Provide statistical returns when required which may involve entering statistical data onto data bases.
- Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.
- To manage both telephone and face to face contacts with distressed service users in a supportive manner.
- Consider line management issues and decide on a course of action to be taken.
- Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.
Planning and Organisational Skills
- Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken.
- Implement planned actions and response, communicating changes as appropriate.
- Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries.
- Prioritise own tasks, exercising a degree of independence, initiative and judgement.
- Prepare formal agendas and take formal minutes as required.
- Develop effective and efficient administrative systems including management of email accounts and electronic and paper filing systems as well as other forms of correspondence. Prioritise own tasks, exercising a degree of independence, initiative and judgement.
- Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.
- Organising meetings and conference calls internally and externally.
Responsibility for Patient/Client Care, Treatment and Therapy
- Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, people who use our services and members of the public.
- Responsibility for Policy and Service Development Implementation
- The post holder may be asked to contribute to audit and research projects within the service to inform service development and standards.
- Implement administrative policies.
- Adhere to all Trust and departmental policies and procedures relating to their role, may be required to comment on reviews.
- Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.
Responsibility for Finance, Equipment and Other Resources
- The post holder will order stationery and other necessary items for the team via the procurement system.
- Maybe required to oversee petty cash receipts.
- Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist.
- Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business. Ensuring minimal waste and cost.
- Suggest efficiency savings to more senior staff.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- Day to Day line management.
- Recruitment and selection as necessary.
- To complete all Personal Appraisals and Reviews on an annual basis, setting clear objectives and realistic and measurable outcomes.
- Work allocation.
- Provide immediate guidance and assistance in problem solving.
Responsibility for Information Resources and Administrative Duties
- Utilise information technology to create graphs and charts, posters etc.
- Type confidential correspondence and reports.
- Maintain an efficient and effective filing system.
- Take and distribute formal minutes as necessary.
- Developing/maintaining multiple electronic filing systems.
- Maintain accurate information about the Directorate such as organograms (Structure charts) and contacts lists.
Responsibilityfor Research and Development
- Contribute to audit and research projects within remit of job role.
Job description
Job responsibilities
The purpose of this role is to manage the administration provision across inpatient ward/s.
Working in partnership with the Management Team and Clinical Leads to ensure the optimum deployment of resources to enable the delivery of contracted activity as required.
To provide line management for the administration establishment as well as managing the flow of work to the team and develop process and systems that support these functions including ability to meet deadlines, collate data and maintain standards relating to the administrative processes.
To ensure that the turnaround times for clinical correspondence, results management response times to patient enquiries are delivered, taking corrective action to remedy where performance is compromised.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills, proven management experience and attention to detail.
The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.
Possibility for this postholder to work across one or more sites.
Key Responsibilities include:
- Line management of administration team that provide the administration support for multi-disciplinary teams.
- Recruit and maintain staff numbers ensuring appropriate level of administrators are available to support teams effectively. Which includes appropriate cover for leave
- Develop and maintaining processes and systems that provide clinical colleagues with effective and efficient methods to enable them to utilise their time more operationally
- Chair regular administration meetings
- Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
- Ensure the teams have the appropriate and required training, equipment and environment to undertake their roles effectively
- Monitor maintenance within the building/s, ensure that the appropriate recording and reporting systems are up to date and the appropriate individuals,/teams are aware of breakages, changes or hazards to the building
- Develop and maintain Business Continuity Plans for area of responsibility
- Build and maintain strong relationships with clinical managers and teams
- Responsible for ensuring all records are up to date on appropriate staffing and patient systems and that items are dealt with quickly and efficiently on finance systems
- To maintain communication links with all staff, using a variety of techniques to develop team morale and motivation through effective personal leadership
- Promoting a satisfying and challenging environment for staff to work in. Aim to build a climate in which staff are valued and developed to their full potential.
Profile:
- Excellent planning and organisation skills
- Excellent written and verbal communication skills
- Excellent attention to detail
- Enthusiastic and confident to challenge
- Collegiate approach and diligent
- Takes pride in their work and consistently strives to produce work of the highest standard
- Seeks to deliver the best possible outcome rather than just the task at hand
- Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload)
- Excellent line management skills to manage team that enables the support and confidence of clinical colleagues
- Experience of prioritising a varied and busy workload their own and that of the team they support
- Experience of working under pressure with the ability to work to and achieve deadlines
- Strong commitment to ensure standardisation of practices across the organisation
- The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
Duties and Responsibilities
Communication and Working Relationship Skills
- To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records.
- Communicate important/confidential/sensitive information to assigned manager/associated team.
- Line manage team members which may include communicating sensitive or contentious information.
- Comprehensive inbox management and filing, including emails which have been actioned or are pending.
- To be an integral link between members of the multi-disciplinary team and the administration team.
- To be first point of contact for manager/associated team. Take and forward accurate messages in a timely manager.
- Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg letters, memos, report, presentations, audio recording of minutes and use of Trust Intranet and Internet as required.
Analytical and Judgemental Skills
- To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material.
- Keep appropriate statistical records/information as and when required by the manager/associated team for audit purpose.
- Provide statistical returns when required which may involve entering statistical data onto data bases.
- Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.
- To manage both telephone and face to face contacts with distressed service users in a supportive manner.
- Consider line management issues and decide on a course of action to be taken.
- Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.
Planning and Organisational Skills
- Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken.
- Implement planned actions and response, communicating changes as appropriate.
- Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries.
- Prioritise own tasks, exercising a degree of independence, initiative and judgement.
- Prepare formal agendas and take formal minutes as required.
- Develop effective and efficient administrative systems including management of email accounts and electronic and paper filing systems as well as other forms of correspondence. Prioritise own tasks, exercising a degree of independence, initiative and judgement.
- Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.
- Organising meetings and conference calls internally and externally.
Responsibility for Patient/Client Care, Treatment and Therapy
- Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, people who use our services and members of the public.
- Responsibility for Policy and Service Development Implementation
- The post holder may be asked to contribute to audit and research projects within the service to inform service development and standards.
- Implement administrative policies.
- Adhere to all Trust and departmental policies and procedures relating to their role, may be required to comment on reviews.
- Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.
Responsibility for Finance, Equipment and Other Resources
- The post holder will order stationery and other necessary items for the team via the procurement system.
- Maybe required to oversee petty cash receipts.
- Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist.
- Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business. Ensuring minimal waste and cost.
- Suggest efficiency savings to more senior staff.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- Day to Day line management.
- Recruitment and selection as necessary.
- To complete all Personal Appraisals and Reviews on an annual basis, setting clear objectives and realistic and measurable outcomes.
- Work allocation.
- Provide immediate guidance and assistance in problem solving.
Responsibility for Information Resources and Administrative Duties
- Utilise information technology to create graphs and charts, posters etc.
- Type confidential correspondence and reports.
- Maintain an efficient and effective filing system.
- Take and distribute formal minutes as necessary.
- Developing/maintaining multiple electronic filing systems.
- Maintain accurate information about the Directorate such as organograms (Structure charts) and contacts lists.
Responsibilityfor Research and Development
- Contribute to audit and research projects within remit of job role.
Person Specification
Planning & Organising Skills
Essential
- Plan and prioritise own workload, ability to meet deadlines and work under pressure.
- Organised and methodical.
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.
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.
- Ability to take accurate formal and informal minutes.
- 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.
Physical Skills
Essential
- Advanced keyboard skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Adaptable in continuous change and able to learn quickly.
Other
Essential
- Positive attitude towards mental ill health and disability.
Knowledge & Skills
Essential
- 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.
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions.
- 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.
- 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.
Analytical & Judgemental Skills
Essential
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality.
- Able to deal with difficult situations.
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
Person Specification
Planning & Organising Skills
Essential
- Plan and prioritise own workload, ability to meet deadlines and work under pressure.
- Organised and methodical.
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.
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.
- Ability to take accurate formal and informal minutes.
- 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.
Physical Skills
Essential
- Advanced keyboard skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Adaptable in continuous change and able to learn quickly.
Other
Essential
- Positive attitude towards mental ill health and disability.
Knowledge & Skills
Essential
- 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.
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions.
- 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.
- 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.
Analytical & Judgemental Skills
Essential
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality.
- Able to deal with difficult situations.
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
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.
