Job summary
We are looking for a Business Support Administrator to join our dedicated admin team supporting clinicians in the Specialist Community Learning Disability Team in North Devon.
This is a great opportunity to become part of an established team. Ideally you will work 3 days a week to be discussed at interview.
Your base will be Bideford Hospital but we offer flexible working so you will also be able to work from home for some of your hours if you wish to do so.
Main duties of the job
Work within an administration team supporting clinicians who provide support to adults in the community with a learning disability.
Duties will include:
- 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.
- Dealing with phone calls from service users and their carers.
- Responding to emails and dealing with adhoc admin requests.
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
Planning and Organisational Skills
- Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to line manager 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.
- Maintain room booking schedules.
- Contribute to the smooth running of administrative systems including management of generic 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.
- Using appropriate electronic systems, ie room booking system to adjust clinic/appointment/meeting times as required.
Responsibility for Patient/Client Care, Treatment and Therapy- Act as a principle point of contact for users of the service, e.g. Individuals from within/outside the Trust, people who use our services and members of the public.
Responsibility for Policy and Service Development Implementation
- Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.
- Adhere to all Trust and departmental policies and procedures relating to role.
- Comply with local administrative procedures.
- Participate in local review of administration services.
Responsibility for Finance, Equipment and Other Resources
- The post holder will order stationery and other necessary items for the team via the electronic procurement system.
- Handles patients cash and valuables; may be required to order and maintain stationery and stores stocks.
- Maintain the safe keeping of Trust property. Any concerns regarding misuse shall ber aised 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
- The post holder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.
Responsibility for Information Resources and Administrative Duties
- Produce confidential correspondence and reports.
- Maintain efficient and effective electronic filing system/s.
- Take and distribute formal minutes as necessary.
- The post holder will be partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required.
Responsibility for Research and Development
- Undertake surveys or audits as necessary to own work.
Freedom to Act
- Work is managed rather than supervised.
- Accountable for own actions manager is available for reference.
- 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.
Any Other Specific Tasks Required
- Provide cover for colleagues when and where necessary.
- Duty of Candour you must adhere to the principles of openness, transparency and the statutory duty of candour in your day to day work and conduct and encourage the same behaviours within the wider organisation.
- All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information.
- The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.
Job description
Job responsibilities
Planning and Organisational Skills
- Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to line manager 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.
- Maintain room booking schedules.
- Contribute to the smooth running of administrative systems including management of generic 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.
- Using appropriate electronic systems, ie room booking system to adjust clinic/appointment/meeting times as required.
Responsibility for Patient/Client Care, Treatment and Therapy- Act as a principle point of contact for users of the service, e.g. Individuals from within/outside the Trust, people who use our services and members of the public.
Responsibility for Policy and Service Development Implementation
- Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.
- Adhere to all Trust and departmental policies and procedures relating to role.
- Comply with local administrative procedures.
- Participate in local review of administration services.
Responsibility for Finance, Equipment and Other Resources
- The post holder will order stationery and other necessary items for the team via the electronic procurement system.
- Handles patients cash and valuables; may be required to order and maintain stationery and stores stocks.
- Maintain the safe keeping of Trust property. Any concerns regarding misuse shall ber aised 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
- The post holder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.
Responsibility for Information Resources and Administrative Duties
- Produce confidential correspondence and reports.
- Maintain efficient and effective electronic filing system/s.
- Take and distribute formal minutes as necessary.
- The post holder will be partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required.
Responsibility for Research and Development
- Undertake surveys or audits as necessary to own work.
Freedom to Act
- Work is managed rather than supervised.
- Accountable for own actions manager is available for reference.
- 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.
Any Other Specific Tasks Required
- Provide cover for colleagues when and where necessary.
- Duty of Candour you must adhere to the principles of openness, transparency and the statutory duty of candour in your day to day work and conduct and encourage the same behaviours within the wider organisation.
- All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information.
- The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.
Person Specification
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
Experience
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
- Excellent organisational skills
- Ability to prioritise workload and adapt to change when required
- Previous experience of working in an admin or secretarial team
- Experience of dealing with confidential and complex information
- Previous experience of working in a Healthcare or Social Care administrative setting
- Ability to work under pressure
- 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
Desirable
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
Person Specification
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
Experience
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
- Excellent organisational skills
- Ability to prioritise workload and adapt to change when required
- Previous experience of working in an admin or secretarial team
- Experience of dealing with confidential and complex information
- Previous experience of working in a Healthcare or Social Care administrative setting
- Ability to work under pressure
- 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
Desirable
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
