We are seeking an exceptional individual to join our vibrant and fast paced team. If you have administrative experience and enjoy a varied workload within a challenging environment, this could be the ideal opportunity for you. This role is both demanding and developmental, offering variety and interest, and will require energy, flexibility, and commitment.
Do you possess clear and concise written and verbal communication skills. Are you able to organise your time effectively. Do you have previous office or secretarial experience? If so, Devon Partnership NHS Trust would be delighted to hear from you. We are looking for a highly motivated individual who can demonstrate excellent IT, administrative, and communication skills, and who can make a valuable contribution in helping us achieve our ambition to deliver outstanding services.
Main duties of the job
This role will provide the administration support for a Consultant and medical team within an inpatient ward within a Secure Forensic Psychiatric Hospital setting. The hours are a set pattern, Wednesday pm, this can be flexible, either at home or in the office base, Thursday and Friday 09:00 - 17:00 in the base, the hours total 18.75 hours across the week. The post holder will be part of a larger administrative team supporting the ward and the medical staffing associated with the ward. The main duties include point of contact, diary management, audio transcription, arranging meetings, taking minutes for multiple and varied meetings, sessions. General administration.
About us
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 responsibilities
Job Purpose
The postholder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate.
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 abilities using Microsoft Office packages and experience of using bespoke IT systems.
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.
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, ensuring Consultant/associated team members are briefed and ready for meetings and appointments
* Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records
* Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve
* Collate and distributing reports/papers for meetings chaired by the Consultant/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 Consultant 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 appropriate 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 Consultant/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 Consultant they support
* Experience of prioritising a varied and busy workload their own and that of the Consultant they support and using initiative
* Experience of working under pressure with the ability to work to and achieve deadlines
Person Specification
Experience
* Excellent organisational skills.
* 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 informationAbility to take accurate formal and informal minutes
* Demonstrate good numeracy and literacy skills
* Experience of general office routine and filing systems
* Experience of Audio transcription
* Previous experience as in a Medical Secretarial
* Previous NHS experience of working in a Healthcare or Social Care administrative setting
Qualifications
* Business Administration Level 3 / T Level qualification in Management and Administration, or equivalent experience.
* GCSE English or equivalent
* Evidence of continuing professional and personal development
* AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
* ICDL (International Computer Driving License), or equivalent experience.
Knowledge and Skills
* 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
* Ability to recognise when other communication aids may be needed
* Willingness to embrace new ways of working/changes
* Understanding and respect of confidentiality in the workplace.
* 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.
* 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.
£25,760 to £27,476 a yearpro rata (18.75 hours per week)
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