Job summary
Devon Partnership NHS Trust is looking to appoint a highly
motivated Band 3 Business Assistant to work within the small and busy social
care contracting team. This is an
exciting opportunity for a full-time administrative post (37.5 hours) to
support with the smooth running of the funding panel and contracting processes
and working in collaboration with Devon County Council colleagues and processes.
We are looking for a skilled individual with extensive
administrative experience who can demonstrate good oral and written communication
skills, and has a sound knowledge of IT systems such as databases and spreadsheets.
The successful candidate will be expected to prioritise and manage their own workload under the line management of the Social Care Business Manager.
For an informal discussion please contact Tracy Derges on 07718 111635.
Main duties of the job
The role will undertake the following key functions:
- Provide and receive routine information requiring tact or persuasive skills, receive complex or sensitive information, e.g. handle and communicate sensitive and sometimes upsetting information relating to service users in accordance with Trust policies.
- Provide excellent administrative support to the Social Care Team, ensuring that the work of the social care panels is recorded and disseminated efficiently following decision-making. Also that decisions made outside of the panels are systematically disseminated.
- Undertake post panel administration.
- Identify urgency of calls for action accordingly.
- Assist the Social Care Business Manager as the central point of communication for the Social Cate Team.
- Handle and communicate sensitive information relating to people using services in accordance with Trust policies.
- Contribute towards the maintenance of the organisational systems required to support and evidence the Social Care funding panel decisions consistent with audit requirements.
- Ensure the social care database and current client electronic recording system is routinely updated with the latest relevant information on patients who are funded by the social care budget.
- Assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care Team.
- Tale/record minutes at multiple management meetings.
- Ensure tasks are completed in a timely manner.
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
Job Purpose
The post holder will provide professional and efficient administrative support to to the Social Care Contracting Team within Devon Partnership NHS Trust.
The Social Care Business Assistant is accountable to the Social Care Business Manager and will work closely with the Head of Contracting and Provider Partnerships, Social Care Development Manager, Devon County Council Contracts Officer and Devon County Council Finance Team.
The post holder will be required to liaise with Social Workers/Recovery Co-ordinators, private and third sector providers as well as service users and carers when necessary.
The post holder will be expected to prioritise and manage their own workload under the line management of the Social Care Business Manager.
Duties and Responsibilities
Communication and Working Relationship Skills
The role will undertake the following key functions:
- Provide and receive routine information requiring tact or persuasive skills. Provide and receive complex or sensitive information, e.g. handle and communicate sensitive and sometimes upsetting information relating to service users in accordance with Trust confidentiality and other information governance policies.
- Provide excellent administrative support to the Social Care Team, ensuring that the work of the social care panels is recorded and disseminated efficiently following decision-making. Also that decisions made outside of the panels are systematically disseminated.
- Undertake post panel administration
- Identify urgency of calls for action accordingly.
- Assist the Social Care Business Manager as the central point of communication for the Social Care Team. This will include providing excellent and accurate advice and information to key stakeholders to promote the social care processes and maintain inter-trust relationships.
- Handle and communicate sensitive information relating to people using services in accordance with Trust confidentiality and other Information Governance policies.
Analytical and Judgemental Skills
- The post will be required to prepare information for Social Care funding panels, e.g. ensure version and quality of information provided is appropriate, acknowledging purpose and audience before information is shared
- Ability to identify urgency of calls for action accordingly. (Respond to internal and external queries into the social care team and ensure the provision of excellent quality and clarity of information is transmitted in a timely and effective manner).
Planning and Organisational Skills
- Contribute towards the maintenance of the organisational systems required to support and evidence the Social Care Funding Panel decisions consistent with audit requirements, under the guidance of the Social Care Business Manager
- Assist with the organisation of and preparations for meetings and appointments.
Responsibility for Patient/Client Care, Treatment and Therapy
- The post holder will not have any responsibility for the direct provision of care or treatment to patients/clients. However the post holder will have some contact with patients/clients/carers when arranging meetings/appointments or dealing with social care queries.
- Ensure the Social Care database and current client electronic recording system is routinely updated with the latest relevant information on patients who are funded by the social care budget.
Responsibility for Policy and Service Development Implementation
- Maintain robust and integrated office management and administrative systems for the Social Care Team in accordance with Trust policy.
- Assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care Team.
- Follow policies in own role. May be required to comment/implement policies and proposed changes to practices, procedures for own area of work, e.g.: may comment on procedures/implements administrative policies in own area to include office management and administrative systems for the Social Care Team.
Responsibility for Finance, Equipment and Other Resources
- Undertake follow up work from the Social Care funding panels relating to investigating cessation of contracts, checking admission dates of placements, financial contributions in relation to new placements and dealing appropriately with any anomalies or queries relating to these.
- Maintaining and ordering of stationery and office equipment for the social care office
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- The post holder will not have any responsibilities in this area.
Responsibility for Information Resources and Administrative Duties
- Take, transcribe formal minutes/responsible updating one or more information systems. Taking social care panel minutes and disseminating efficiently and speedily following decision-making, an ensuring that decisions made outside of the panels are systematically disseminated. Recording minutes at multiple management meetings and provider forums.
- Provide accurate and timely administrative support to the Social Care Team.
- Ensure tasks are completed effectively and within given timescales. Duties to include, but not exclusively, the maintenance of diaries, arranging meetings and appointments, taking minutes, running database reports, typing of reports, drafting letters and filing in a timely, professional manner and in accordance with the Trust Corporate policy.
- Maintain and update the Social Care database accurately and in a timely fashion.
- Maintain and update the HealthRoster system in a timely manner.
- Gather information from a variety of sources, and report to others.
- Attend and minute funding panels in a timely and accurate fashion, this will include travelling to panels outside of the Exeter area as and when necessary.
- Maintain the Social Care intranet page via Daisy.
Responsibility for Research and Development
- Undertake audits as necessary to own work, e.g.: assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care funding office and make suggestions for appropriate changes to ensure the efficient management of the office.
Freedom to Act
- There will be a number of competing areas and the post holder will have to use their own judgement to agree priorities and manage work load effectively. However, where this presents a challenge, the Social Care Business Manager will offer support and advice.
- Clearly defined social care policies, work is managed rather than supervised, e.g.: works within social care policies and procedures: operates on own initiative, takes advice from manager if required.
Any Other Specific Tasks Required
- The post is line managed by the Social Care Business Manager, who will provide support, appraisal and monthly supervision.
- To provide cover for the Social Care Business Manager and Social Care Business Assistants within agreed boundaries in their absence.
- Alert the Social Care Business Manager of any discrepancies, risks or issues as they arise.
Job description
Job responsibilities
Job Purpose
The post holder will provide professional and efficient administrative support to to the Social Care Contracting Team within Devon Partnership NHS Trust.
The Social Care Business Assistant is accountable to the Social Care Business Manager and will work closely with the Head of Contracting and Provider Partnerships, Social Care Development Manager, Devon County Council Contracts Officer and Devon County Council Finance Team.
The post holder will be required to liaise with Social Workers/Recovery Co-ordinators, private and third sector providers as well as service users and carers when necessary.
The post holder will be expected to prioritise and manage their own workload under the line management of the Social Care Business Manager.
Duties and Responsibilities
Communication and Working Relationship Skills
The role will undertake the following key functions:
- Provide and receive routine information requiring tact or persuasive skills. Provide and receive complex or sensitive information, e.g. handle and communicate sensitive and sometimes upsetting information relating to service users in accordance with Trust confidentiality and other information governance policies.
- Provide excellent administrative support to the Social Care Team, ensuring that the work of the social care panels is recorded and disseminated efficiently following decision-making. Also that decisions made outside of the panels are systematically disseminated.
- Undertake post panel administration
- Identify urgency of calls for action accordingly.
- Assist the Social Care Business Manager as the central point of communication for the Social Care Team. This will include providing excellent and accurate advice and information to key stakeholders to promote the social care processes and maintain inter-trust relationships.
- Handle and communicate sensitive information relating to people using services in accordance with Trust confidentiality and other Information Governance policies.
Analytical and Judgemental Skills
- The post will be required to prepare information for Social Care funding panels, e.g. ensure version and quality of information provided is appropriate, acknowledging purpose and audience before information is shared
- Ability to identify urgency of calls for action accordingly. (Respond to internal and external queries into the social care team and ensure the provision of excellent quality and clarity of information is transmitted in a timely and effective manner).
Planning and Organisational Skills
- Contribute towards the maintenance of the organisational systems required to support and evidence the Social Care Funding Panel decisions consistent with audit requirements, under the guidance of the Social Care Business Manager
- Assist with the organisation of and preparations for meetings and appointments.
Responsibility for Patient/Client Care, Treatment and Therapy
- The post holder will not have any responsibility for the direct provision of care or treatment to patients/clients. However the post holder will have some contact with patients/clients/carers when arranging meetings/appointments or dealing with social care queries.
- Ensure the Social Care database and current client electronic recording system is routinely updated with the latest relevant information on patients who are funded by the social care budget.
Responsibility for Policy and Service Development Implementation
- Maintain robust and integrated office management and administrative systems for the Social Care Team in accordance with Trust policy.
- Assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care Team.
- Follow policies in own role. May be required to comment/implement policies and proposed changes to practices, procedures for own area of work, e.g.: may comment on procedures/implements administrative policies in own area to include office management and administrative systems for the Social Care Team.
Responsibility for Finance, Equipment and Other Resources
- Undertake follow up work from the Social Care funding panels relating to investigating cessation of contracts, checking admission dates of placements, financial contributions in relation to new placements and dealing appropriately with any anomalies or queries relating to these.
- Maintaining and ordering of stationery and office equipment for the social care office
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- The post holder will not have any responsibilities in this area.
Responsibility for Information Resources and Administrative Duties
- Take, transcribe formal minutes/responsible updating one or more information systems. Taking social care panel minutes and disseminating efficiently and speedily following decision-making, an ensuring that decisions made outside of the panels are systematically disseminated. Recording minutes at multiple management meetings and provider forums.
- Provide accurate and timely administrative support to the Social Care Team.
- Ensure tasks are completed effectively and within given timescales. Duties to include, but not exclusively, the maintenance of diaries, arranging meetings and appointments, taking minutes, running database reports, typing of reports, drafting letters and filing in a timely, professional manner and in accordance with the Trust Corporate policy.
- Maintain and update the Social Care database accurately and in a timely fashion.
- Maintain and update the HealthRoster system in a timely manner.
- Gather information from a variety of sources, and report to others.
- Attend and minute funding panels in a timely and accurate fashion, this will include travelling to panels outside of the Exeter area as and when necessary.
- Maintain the Social Care intranet page via Daisy.
Responsibility for Research and Development
- Undertake audits as necessary to own work, e.g.: assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care funding office and make suggestions for appropriate changes to ensure the efficient management of the office.
Freedom to Act
- There will be a number of competing areas and the post holder will have to use their own judgement to agree priorities and manage work load effectively. However, where this presents a challenge, the Social Care Business Manager will offer support and advice.
- Clearly defined social care policies, work is managed rather than supervised, e.g.: works within social care policies and procedures: operates on own initiative, takes advice from manager if required.
Any Other Specific Tasks Required
- The post is line managed by the Social Care Business Manager, who will provide support, appraisal and monthly supervision.
- To provide cover for the Social Care Business Manager and Social Care Business Assistants within agreed boundaries in their absence.
- Alert the Social Care Business Manager of any discrepancies, risks or issues as they arise.
Person Specification
Qualifications
Essential
- IT Skills - European Driving Licence or equivalent
- RSA3, IBT 3, NVQ 3 or equivalent qualification / experience
- GCSE level of education or equivalent experience in Mathematics and English
- Excellent working knowledge of application of IT software packages, in particular Access, Excel, Word and Outlook
Desirable
- Knowledge of contract and financial systems operating within Local Authorities
- Range of work procedures and work practices required, e.g. knowledge of contract and financial systems operating within County Councils
Planning & Organisational Skills
Essential
- Plan and organise complex activities or programmes requiring formulation adjustment, e.g.: co-ordinate activities which include multi-disciplinary meetings, social care meetings and appointments, panel meetings requiring specific attention to detail
- Ability to prioritise diary arrangements and re-arrange at the last minute
Desirable
- Skilled in co-ordination of tasks and ability to maintain clarity at times of increased activity with a calm and methodical approach
Analytical & Judgemental Skills
Essential
- Range of facts or situations requiring analysis, e.g.: skilled at making decisions/judgements in absence of senior managers regarding identifying correct funding panel process.
- Ability to prioritise and work to conflicting demands, being open to change in an ever evolving environment
Desirable
- Skilled at making decisions/judgements in absence of managers within given parameters.
Experience
Essential
- Office administration experience
- Experience of working to competing deadlines with a variety of stakeholders
Desirable
- Experience of working in a busy environment
- Experience of working within the NHS
Communication and Working Relationship Skills
Essential
- Skilled communicator with excellent verbal and written communication skills
- Ability to work as part of a team in delivering agreed goals
- Minute/note taking skills with accurate keyboard skills and computer literacy
Desirable
- Manage colleagues diaries
- Able to relate well to a wide range of people.
Physical Skills
Essential
- Developed physical skills: advanced key board use, e.g.: dexterity, co-ordination for key board skills and advanced skills for data input
- Must be personable and presentable with a clear telephone voice and calm approach
- Concentration required, inputting data and accurate record keeping
- Experience of co-ordinating business events, including room layout, moving of multi-media equipment etc
Desirable
- Frequent light effort for several short periods, e.g.: filing, photocopying, scanning and storing activities
- Approachable and flexible
Other
Essential
- A Standard CRB Check will be required for this role.
- Must be able to occasionally mobilise throughout Devon area
Desirable
- Genuine interest in the work of the Trust
- Conscientious
- Sensitive to the needs of others
- Experience of electronic filing
- Rational approach to problem solving
Person Specification
Qualifications
Essential
- IT Skills - European Driving Licence or equivalent
- RSA3, IBT 3, NVQ 3 or equivalent qualification / experience
- GCSE level of education or equivalent experience in Mathematics and English
- Excellent working knowledge of application of IT software packages, in particular Access, Excel, Word and Outlook
Desirable
- Knowledge of contract and financial systems operating within Local Authorities
- Range of work procedures and work practices required, e.g. knowledge of contract and financial systems operating within County Councils
Planning & Organisational Skills
Essential
- Plan and organise complex activities or programmes requiring formulation adjustment, e.g.: co-ordinate activities which include multi-disciplinary meetings, social care meetings and appointments, panel meetings requiring specific attention to detail
- Ability to prioritise diary arrangements and re-arrange at the last minute
Desirable
- Skilled in co-ordination of tasks and ability to maintain clarity at times of increased activity with a calm and methodical approach
Analytical & Judgemental Skills
Essential
- Range of facts or situations requiring analysis, e.g.: skilled at making decisions/judgements in absence of senior managers regarding identifying correct funding panel process.
- Ability to prioritise and work to conflicting demands, being open to change in an ever evolving environment
Desirable
- Skilled at making decisions/judgements in absence of managers within given parameters.
Experience
Essential
- Office administration experience
- Experience of working to competing deadlines with a variety of stakeholders
Desirable
- Experience of working in a busy environment
- Experience of working within the NHS
Communication and Working Relationship Skills
Essential
- Skilled communicator with excellent verbal and written communication skills
- Ability to work as part of a team in delivering agreed goals
- Minute/note taking skills with accurate keyboard skills and computer literacy
Desirable
- Manage colleagues diaries
- Able to relate well to a wide range of people.
Physical Skills
Essential
- Developed physical skills: advanced key board use, e.g.: dexterity, co-ordination for key board skills and advanced skills for data input
- Must be personable and presentable with a clear telephone voice and calm approach
- Concentration required, inputting data and accurate record keeping
- Experience of co-ordinating business events, including room layout, moving of multi-media equipment etc
Desirable
- Frequent light effort for several short periods, e.g.: filing, photocopying, scanning and storing activities
- Approachable and flexible
Other
Essential
- A Standard CRB Check will be required for this role.
- Must be able to occasionally mobilise throughout Devon area
Desirable
- Genuine interest in the work of the Trust
- Conscientious
- Sensitive to the needs of others
- Experience of electronic filing
- Rational approach to problem solving
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.
