Job summary
An exciting opportunity has arisen for a Business Administration
Co-ordinator within the Trusts Portfolio, Programme and Project Management
Office (PMO) which is based on the Langdon Hospital site in Dawlish. We are
seeking an enthusiastic and experienced senior administrator with excellent IT,
communication, organisational and supervisory skills. The post holder will need
to be able to communicate to all levels of staff and external stakeholders / suppliers;
remain calm under pressure and be able to work in a fast paced environment.
As a Business Administration Co-ordinator you will be central to
supporting the team with delivering new and exciting programmes/projects. Your
can-do attitude and inquisitiveness will be called upon to support scheduling
and organising project meetings, boards and workshops as well as taking
corresponding minutes and hastening resulting actions. You will need to assert your presence in the
team to ensure programme and project managers are consistently using agreed
templates and documentation as well as make sure the team are adhering to
agreed process and procedures. You will
support the maintenance of the PMOs quality management system to ensure
certification to the ISO9001:2015 standard is retained as well support
adherence to the principles of the functions of a PMO.
Please note that this role is office based Mon Fri, with the
opportunity for occasional homeworking.
Main duties of the job
Act as office
supervisor ensuring smooth running of the office, ensuring all enquiries
(telephone, in person and email) are dealt with in a professional manner.
Support organising
meetings, minute taking, and following up on actions.
Ensure PMO records
are being kept up to date and that agreed templates and documentation are
being used consistently.
Support the team to ensure they are adhering to agreed process and procedures.
Deal
independently with routine business matters in a professional, prompt and
effective manner; use own initiative in the absence of the senior management
team to ensure that urgent matters are brought to the attention of the
appropriate person.
Develop and maintain
strong working relationships with key operational, clinical and corporate Trust
departments.
To
liaise with senior managers, clinicians and commissioners regarding information
requirements, and other appropriate business information, ensuring it is
supplied in an accurate and timely manner.
Interpret
and apply accurate and timely information to managers in a format that is
easily understood and relevant to the decision making process. This will
involve the receipt of complex and sensitive information to analyse, interpret
and present in an appropriate form.
Draft
documentation on behalf of the senior management team, effectively, efficiently
and in a timely manner, using initiative, discretion and sensitivity, and
upholding confidentiality where necessary.
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 Employer.
Job description
Job responsibilities
Job responsibilities
Please refer to the full Job
Description and Person specification attached to this advert which will provide
further information on this role.
Job description
Job responsibilities
Job responsibilities
Please refer to the full Job
Description and Person specification attached to this advert which will provide
further information on this role.
Person Specification
Qualifications
Essential
- Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
- Appropriate Qualification which supports IT skills e.g. ECDL
Experience
Essential
- Experience of information management and knowledge of corporate identity
- Experience working as part of a team
- Experience of managing staff
Desirable
- Experience of working in the NHS
- Understanding of Mental Health issues and health service terminology.
Physical Skills
Essential
- Advanced keyboard skills
- Mobility to travel across sites
Knowledge
Essential
- Substantial recent (within last 5 years) experience working with senior managers/director level.
- Experience in similar role
- Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
Communication and Working Relationship Skills
Essential
- Excellent interpersonal skills
- Able to communicate with people at all levels
- Effective verbal and written communication skills for conveying complex information
- Maintain high level of confidentiality at all times.
- Ability to deal with sensitive and contentious information
Analytical and Judgemental Skills
Essential
- Ability to prioritise own work and conflicting demands
- Ability to problem solve
- Ability to work accurately and with attention to detail
- Ability to interpret information
- Ability to analyse complex data to produce succinct information appropriate to its audience
- Ability to work without daily supervision and be accountable for own actions.
Planning and Organisational Skills
Essential
- Able to plan own workload
- Organised and methodical
- Self-motivated and proactive
- Ability to manage complex tasks with tight deadlines.
Person Specification
Qualifications
Essential
- Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
- Appropriate Qualification which supports IT skills e.g. ECDL
Experience
Essential
- Experience of information management and knowledge of corporate identity
- Experience working as part of a team
- Experience of managing staff
Desirable
- Experience of working in the NHS
- Understanding of Mental Health issues and health service terminology.
Physical Skills
Essential
- Advanced keyboard skills
- Mobility to travel across sites
Knowledge
Essential
- Substantial recent (within last 5 years) experience working with senior managers/director level.
- Experience in similar role
- Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
Communication and Working Relationship Skills
Essential
- Excellent interpersonal skills
- Able to communicate with people at all levels
- Effective verbal and written communication skills for conveying complex information
- Maintain high level of confidentiality at all times.
- Ability to deal with sensitive and contentious information
Analytical and Judgemental Skills
Essential
- Ability to prioritise own work and conflicting demands
- Ability to problem solve
- Ability to work accurately and with attention to detail
- Ability to interpret information
- Ability to analyse complex data to produce succinct information appropriate to its audience
- Ability to work without daily supervision and be accountable for own actions.
Planning and Organisational Skills
Essential
- Able to plan own workload
- Organised and methodical
- Self-motivated and proactive
- Ability to manage complex tasks with tight deadlines.
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).
