Job summary
Due to theretirement/departure of two post holders following a 15 year career, we have an excitingopportunity in that these two posts have been amalgamated to a full-time post.
This is an opportunity for a highly motivated and multi-skilled businessadministrator to join the Specialist Community Learning Disability Teams, SouthEast and South West. This is a multidisciplinary teamproviding a service for adults with learning disabilities and their carers. We are a very busy, motivated and vibrantteams who value working together to support each other and the needs of the service.
The post holder will have ahigh standard of abilities using Microsoft Office packages and bespoke IT systems.
The role is for 37.5 hours per week.
£24,937.00 £26,598.00 per annum pro rata (Band 3)
The postholder will be required to work 3 days at Follaton House, Totnes and 2 days at Estuary House, Newton Abbot.Both bases have good transport links and parking available.
For further information please contact Julie Roberts,
Main duties of the job
Keyresponsibilities include:
Providegeneral administrative function to the MDT which will include being point ofcontact.
Attendinga range of meetings to include Referral management meetings, Nurse Practitionermeetings and MDT meetings undertaking accurate administration including takingand distributing of minutes and appropriate recording on patient systems.
Liaisingwith outside organisations including social care.
The successfulcandidate should possess excellent interpersonal and IT skills, includingworking knowledge of SystmOne, Microsoft Office such as Word, MS teams, Excel,and Outlook with the ability to manage electronic diaries and room bookingsystems. You will be required tocoordinate, attend and minute meetings on a regular basis. Experience of working within amultidisciplinary team and knowledge of referral processes are desirable.
You must beable to work within a team effectively and share work streams whereappropriate. Experience of working in a health care setting would be anadvantage, but not essential. Thebuilding and role are non-public facing.
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
Administration services underpinall of our clinical activity at Devon Partnership NHS Trust, which means ourdedicated and enthusiastic administration workforce is vital to the delivery offirst class care.
The postholder will providecomprehensive administrative support to the team. There will be an expectationfor the post holder to be highly motivated, flexible and multi-skilled withexcellent organisational skills. The post holder will have high standard ofskills using Microsoft Office packages and experience of using bespoke ITsystems.
The post holder will need to meetdeadlines, collate data and maintain standards relating to administrativeprocesses. They will need to be able to work within a team effectively andshare work streams where appropriate. The role will involve the coordinationand implementation of office procedures and will require a high degree oforganisational skills and excellent working knowledge of administrativesystems.
Duties and Responsibilities
Key Responsibilities include:
Workwithin an administration team supporting clinicians who provide community learningdisability services.
Comprehensivediary management
Meetingsadministration; taking and distributingformal minutes; recording clear actions and following these up to checkcompletion; maintaining attendance records
Frequentlyinputting complex and sensitive data relating to people who use our servicesonto electronic patient records system
Profile:
Excellentplanning and organisation skills
Excellentwritten and verbal communication skills
Excellentattention to detail
Professionaltelephone manner
Takespride in their work and consistently strives to produce work of the higheststandard
Seeksto deliver the best possible outcome rather than just the task at hand
Worksin partnership with the Manager/associated teamto understand their needs and priorities (which may change depending onworkload)
Excellenttime management skills
Experienceof prioritising a varied and busy workload
Experienceof working under pressure with the ability to work to and achieve deadlines
The role will involve thedevelopment and implementation of office procedures and will require a highdegree of organisational skills and excellent working knowledge ofadministrative practices.
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 to produce correspondence and maintain records, spreadsheets and databases.
To document information in accordance with record keeping standards.
To ensure that any information relating to safety of people who use our services and others is communicated immediately to senior team members.
Frequently communicates with people using services concerning their appointments and treatment.
Communicationwith staff on work procedures and external agencies on behalf of theservice.
Workingwithin a multi-disciplinary environment ensuring that communication withappropriate team members is effective and contemporary.
Produceclear and accurate written correspondence (including the composition of adhocroutine letters) e.g. letters, memos, report, audio recording of minutes anduse of Trust Intranet and Internet as required.
Toprovide effective communication with people who use our services, relatives andcarers, staff and others.
Toensure that all communication is within the boundaries of patientconfidentiality and to seek guidance when unsure.
Analytical and Judgemental Skills
Keep appropriate statistical records/information as and when required by the team/service for audit purpose.
Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.
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.
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.
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.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
The postholder 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.
Thepost holder will be partly responsible for ensuring accurate and up to datedata is recorded onto electronic records systems, and that this information iscommunicated 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
Administration services underpinall of our clinical activity at Devon Partnership NHS Trust, which means ourdedicated and enthusiastic administration workforce is vital to the delivery offirst class care.
The postholder will providecomprehensive administrative support to the team. There will be an expectationfor the post holder to be highly motivated, flexible and multi-skilled withexcellent organisational skills. The post holder will have high standard ofskills using Microsoft Office packages and experience of using bespoke ITsystems.
The post holder will need to meetdeadlines, collate data and maintain standards relating to administrativeprocesses. They will need to be able to work within a team effectively andshare work streams where appropriate. The role will involve the coordinationand implementation of office procedures and will require a high degree oforganisational skills and excellent working knowledge of administrativesystems.
Duties and Responsibilities
Key Responsibilities include:
Workwithin an administration team supporting clinicians who provide community learningdisability services.
Comprehensivediary management
Meetingsadministration; taking and distributingformal minutes; recording clear actions and following these up to checkcompletion; maintaining attendance records
Frequentlyinputting complex and sensitive data relating to people who use our servicesonto electronic patient records system
Profile:
Excellentplanning and organisation skills
Excellentwritten and verbal communication skills
Excellentattention to detail
Professionaltelephone manner
Takespride in their work and consistently strives to produce work of the higheststandard
Seeksto deliver the best possible outcome rather than just the task at hand
Worksin partnership with the Manager/associated teamto understand their needs and priorities (which may change depending onworkload)
Excellenttime management skills
Experienceof prioritising a varied and busy workload
Experienceof working under pressure with the ability to work to and achieve deadlines
The role will involve thedevelopment and implementation of office procedures and will require a highdegree of organisational skills and excellent working knowledge ofadministrative practices.
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 to produce correspondence and maintain records, spreadsheets and databases.
To document information in accordance with record keeping standards.
To ensure that any information relating to safety of people who use our services and others is communicated immediately to senior team members.
Frequently communicates with people using services concerning their appointments and treatment.
Communicationwith staff on work procedures and external agencies on behalf of theservice.
Workingwithin a multi-disciplinary environment ensuring that communication withappropriate team members is effective and contemporary.
Produceclear and accurate written correspondence (including the composition of adhocroutine letters) e.g. letters, memos, report, audio recording of minutes anduse of Trust Intranet and Internet as required.
Toprovide effective communication with people who use our services, relatives andcarers, staff and others.
Toensure that all communication is within the boundaries of patientconfidentiality and to seek guidance when unsure.
Analytical and Judgemental Skills
Keep appropriate statistical records/information as and when required by the team/service for audit purpose.
Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.
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.
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.
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.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
The postholder 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.
Thepost holder will be partly responsible for ensuring accurate and up to datedata is recorded onto electronic records systems, and that this information iscommunicated 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
Experience
Essential
* Experience of working within an administrative role.
* Experience of Microsoft systems including, Word, Excel, Outlook and MS teams.
* Experience of working within an office as part of a team.
* Minute taking experience required.
* Having the ability to prioritise is an essential part of the role.
* Being able to demonstrate your own initiative is key to the role.
Desirable
* Previous experience of working in a Healthcare or Social Care administrative setting.
* Experience of referral processes.
Qualifications
Essential
* GCSE grade A to C in English and Maths.
* Evidence of continuing professional and personal development.
Desirable
* Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
Person Specification
Experience
Essential
* Experience of working within an administrative role.
* Experience of Microsoft systems including, Word, Excel, Outlook and MS teams.
* Experience of working within an office as part of a team.
* Minute taking experience required.
* Having the ability to prioritise is an essential part of the role.
* Being able to demonstrate your own initiative is key to the role.
Desirable
* Previous experience of working in a Healthcare or Social Care administrative setting.
* Experience of referral processes.
Qualifications
Essential
* GCSE grade A to C in English and Maths.
* Evidence of continuing professional and personal development.
Desirable
* Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
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.
Employer details
Employer name
Devon Partnership NHS Trust
Address
Devon Partnership Nhs Trust
Estuary House
Newton Abbot
Devon
TQ12 4PH
Employer's website