Business Administration Co-ordinator

Devon Partnership NHS Trust

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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.

Date posted

11 May 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£27,055 to £32,934 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9369-23-0154

Job locations

Langdon Hospital

Dawlish

Devon

EX70NR

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.

Certificate of Sponsorship

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