Job summary
We are seeking a full-time Business Support Administrator with strong communication, administrative, and organisational skills to join our team within the Offender Personality Disorder (OPD) Pathway. You'll be a vital member of the Support to Succeed team, based across Devon probation offices with some home working and monthly meetings at Langdon Hospital. The role can be based in Exeter, Torbay or Barnstaple probation offices and working from home, depending on your preference.
The OPD pathway is based in
Prisons & Probation, with NHS and HMPPS staff working together to increase
the wellbeing and reduce the risk of reoffending of those screened into the
pathway, whilst improving knowledge and attitudes of the wider workforce.
Working closely with the operations manager, clinical lead, clinicians, and probation staff, you'll provide flexible support that will include minute taking, procurement, clinical system recording, and training administration. You'll be confident using both NHS and probation IT systems and skilled at prioritising a busy, varied workload both your own and that of the wider team. Accuracy, attention to detail, and the ability to work under pressure to meet deadlines are essential.
Key responsibilities include accurate minute taking in MS Word, data analysis in MS Excel, and general administrative coordination.
Please note that probation vetting is required before starting this role
Main duties of the job
The role includes all administrative work required within the team. This includes meeting administration involving taking and distributing minutes, recording clear actions and following these up to check completion,working with clinicians in updating systems for those who screen into our service, managing the teams shared email box, comprehensive diary management for the team, ordering for the team via procurement systems to include training, venues, materials for the team and for groups.
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
Job Purpose
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 postholder will
provide comprehensive administrative support to the assigned team. 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. The role will involve the
coordination and implementation of office procedures and will require a high
degree of organisational skills and excellent working knowledge of
administrative systems.
Duties and
Responsibilities
Key Responsibilities include:
Work
within an administration team supporting clinicians who provide community
mental health services
Comprehensive diary management
Meetings
administration; taking and distributing formal minutes; recording clear
actions and following these up to check completion; maintaining attendance
records
Frequently
inputting complex and sensitive data relating to people who use our
services onto electronic patient records system
Support the manager and team by ensuring that
records are up to date on all staffing and patient systems as required and
that items are dealt with quickly and efficiently on finance systems
Coordinate and process requisitions for the
team, including training, venues and materials needed for the team and
groups
Profile:
Excellent planning and organisation skills
Excellent
written and verbal communication skills
Excellent
attention to detail
Professional
telephone manner
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
time management skills
Experience
of prioritising a varied and busy workload
Experience
of working under pressure with the ability to work to and achieve
deadlines
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 practices.
Job description
Job responsibilities
Job Purpose
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 postholder will
provide comprehensive administrative support to the assigned team. 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. The role will involve the
coordination and implementation of office procedures and will require a high
degree of organisational skills and excellent working knowledge of
administrative systems.
Duties and
Responsibilities
Key Responsibilities include:
Work
within an administration team supporting clinicians who provide community
mental health services
Comprehensive diary management
Meetings
administration; taking and distributing formal minutes; recording clear
actions and following these up to check completion; maintaining attendance
records
Frequently
inputting complex and sensitive data relating to people who use our
services onto electronic patient records system
Support the manager and team by ensuring that
records are up to date on all staffing and patient systems as required and
that items are dealt with quickly and efficiently on finance systems
Coordinate and process requisitions for the
team, including training, venues and materials needed for the team and
groups
Profile:
Excellent planning and organisation skills
Excellent
written and verbal communication skills
Excellent
attention to detail
Professional
telephone manner
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
time management skills
Experience
of prioritising a varied and busy workload
Experience
of working under pressure with the ability to work to and achieve
deadlines
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 practices.
Person Specification
Knowledge and 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
- 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
- Ability to prioritise workload and adapt to change when required
- 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
- Demonstrate good numeracy and literacy skills
- Previous experience of working in a Healthcare or Social Care administrative setting
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
Person Specification
Knowledge and 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
- 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
- Ability to prioritise workload and adapt to change when required
- 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
- Demonstrate good numeracy and literacy skills
- Previous experience of working in a Healthcare or Social Care administrative setting
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
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.
