Devon Partnership NHS Trust

Business Administrator

This job is now closed

Job summary

We have an exciting opportunity for a Business Administrator to play a key role in supporting the smooth operation of the West of England Specialist Gender Identity Clinic (WESGIC). This role involves overseeing administrative processes, ensuring efficient front-of-house management, and providing essential support to both clients and team members.

As part of this role, you will have team leader responsibilities for the Reception Team, ensuring excellent front-of-house service. You will also be responsible for processing referrals for new clients, and handling telephone and email enquiries from both new and existing clients.

This is a 12-month fixed-term contract, and we would welcome applications from existing members of Devon Partnership Trust who may be interested in seeking a secondment opportunity.

If you are interested in finding out some more information about this exciting opportunity, or would like to arrange visit and meet the team, please do not hesitate to contact Maisie Fairchild, Business Administration Coordinator, via email or telephone.

Main duties of the job

Team Leadership and Supervision: Manage and support the Reception Team, ensuring a high standard of customer service and efficiency.
Referral Processing: Accurately process new client referrals, ensuring all documentation and information is recorded correctly.
Client and Stakeholder Communication: Handle telephone and email enquiries from new and existing clients, providing accurate information and assistance.
Administrative Support: Ensure all administrative tasks are completed efficiently, including data entry, record-keeping, and appointment coordination.
Process Improvement: Identify and implement improvements to streamline administrative and Reception processes.
Compliance and Confidentiality: Ensure adherence to all Trust confidentiality and data protection standards and guidelines.
Staff Development: Support recruitment, training, and ongoing development of Business Support Administrators, providing guidance and supervision as required.

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.

Date posted

14 March 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9369-25-0186

Job locations

The West of England Specialist Gender Identity Clinic

The Laurels, 11 - 15 Dix's Field

Exeter

Devon

EX1 1QA

Job description

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

Please refer to the full Job Description and Person specification attached to this advert which will provide further information on this role.

Person Specification

Experience

Essential

- Excellent organisational skills.
- Experience of managing administration staff
- 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 information
- Ability to take accurate formal and informal minutes

Desirable

- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems

Qualifications

Essential

- RSA 3 Word Processing or equivalent level of experience in practice.
- Shorthand or Speedwriting
- NVQ4 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development

Desirable

- ECDL (European Computer Driving Licence).

Person Specification

Experience

Essential

- Excellent organisational skills.
- Experience of managing administration staff
- 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 information
- Ability to take accurate formal and informal minutes

Desirable

- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems

Qualifications

Essential

- RSA 3 Word Processing or equivalent level of experience in practice.
- Shorthand or Speedwriting
- NVQ4 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development

Desirable

- ECDL (European Computer Driving Licence).

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.