Job summary
We are looking for a competent administrator to join our small and friendly management team, providing soft facilities services to all locations within the organisation.. Using a professional, flexible, and considered approach, you will organise and develop the role to efficiently support the demands of the service.
Main duties of the job
As an integral part of the Facilities management team, you will help support the management of a range of services over the trust estate, some of which are directly managed, and others undertaken by external providers.You will assist in developing assurance procedures, managing the priorities of the team, facilitating internal and external meetings, and taking ownership of the administrative functions within the team.
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
post holder will be responsible for providing an effective and efficient
administrative function to assigned senior manager/s and their associated
team/s. 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.
Key Responsibilities include
- Comprehensive diary management and ensuring manager/associated team
members are briefed and ready for
meetings and appointments
- Collate
and distribute reports/papers for meetings chaired by the manager/associated
team and ensuring the agenda is sent out to report authors and attendees
in advance
- Meeting
administration: taking and distributing formal minutes; recording clear
actions and following these up to check completion; maintaining attendance
records
- Event
coordination and planning as required
- Supporting the manager and team by ensuring
that records are up to date on all staffing and patient systems and that
items are dealt with quickly and efficiently on finance systems.
Profile
- Excellent planning and organisation skills
- Excellent
written and verbal communication skills
- Excellent
attention to detail
- Enthusiastic
and confident to challenge
- 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 to manage their own time and that of the Manager they support
- Experience
of prioritising a varied and busy workload their own and that of the Manager
they support and using initiative
- 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 systems.
Job description
Job responsibilities
The
post holder will be responsible for providing an effective and efficient
administrative function to assigned senior manager/s and their associated
team/s. 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.
Key Responsibilities include
- Comprehensive diary management and ensuring manager/associated team
members are briefed and ready for
meetings and appointments
- Collate
and distribute reports/papers for meetings chaired by the manager/associated
team and ensuring the agenda is sent out to report authors and attendees
in advance
- Meeting
administration: taking and distributing formal minutes; recording clear
actions and following these up to check completion; maintaining attendance
records
- Event
coordination and planning as required
- Supporting the manager and team by ensuring
that records are up to date on all staffing and patient systems and that
items are dealt with quickly and efficiently on finance systems.
Profile
- Excellent planning and organisation skills
- Excellent
written and verbal communication skills
- Excellent
attention to detail
- Enthusiastic
and confident to challenge
- 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 to manage their own time and that of the Manager they support
- Experience
of prioritising a varied and busy workload their own and that of the Manager
they support and using initiative
- 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 systems.
Person Specification
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- NVQ4 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.
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.
Desirable
- Demonstrate good numeracy and literacy skills.
- Previous experience of working in a public service sector setting.
Skills and Abilities
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.
- 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 .
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
- Ability to plan ahead and anticipate.
- Ability to prioritise workload in response to changing demands.
- Able to multi-task.
Person Specification
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- NVQ4 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.
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.
Desirable
- Demonstrate good numeracy and literacy skills.
- Previous experience of working in a public service sector setting.
Skills and Abilities
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.
- 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 .
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
- Ability to plan ahead and anticipate.
- Ability to prioritise workload in response to changing demands.
- Able to multi-task.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
