Business Administrator

Job description

Job responsibilities

Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care.

The postholder will provide comprehensive administrative support to the team. 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 skills using Microsoft Office packages and experience of using bespoke IT 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. 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.

Key Responsibilities include:

Work within an administration team supporting clinicians who provide community learning disability services.

Comprehensive diary management

Meetings administration; taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records

Frequently inputting complex and sensitive data relating to people who use our services onto electronic patient records system

Profile:

Excellent planning and organisation skills

Excellent written and verbal communication skills

Excellent attention to detail

Professional telephone manner

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 Manager/associated team to understand their needs and priorities (which may change depending on workload)

Excellent time management skills

Experience of prioritising a varied and busy workload

Experience of working under pressure with the ability to work to and achieve deadlines

The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative practices.

Communication and Working Relationship Skills

To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain records, spreadsheets and databases.

To document information in accordance with record keeping standards.

To ensure that any information relating to safety of people who use our services and others is communicated immediately to senior team members.

Frequently communicates with people using services concerning their appointments and treatment.

Communication with staff on work procedures and external agencies on behalf of the service.

Working within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and contemporary.

Produce clear and accurate written correspondence (including the composition of adhoc routine letters) e.g. letters, memos, report, audio recording of minutes and use of Trust Intranet and Internet as required.

To provide effective communication with people who use our services, relatives and carers, staff and others.

To ensure that all communication is within the boundaries of patient confidentiality and to seek guidance when unsure.

Analytical and Judgemental Skills

Keep appropriate statistical records/information as and when required by the team/service for audit purpose.

Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.

Planning and Organisational Skills

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to line manager in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken. Implement planned actions and response, communicating changes as appropriate.

Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries.

Maintain room booking schedules.

Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.

Using appropriate electronic systems, ie room booking system to adjust clinic/appointment/meeting times as required.

Responsibility for Patient/Client Care, Treatment and Therapy

Act as a principle point of contact for users of the service, e.g. Individuals from within & outside the Trust, people who use our services.

Responsibility for Policy and Service Development Implementation

Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.

Adhere to all Trust and departmental policies and procedures relating to role.

Comply with local administrative procedures.

Participate in local review of administration services.

Responsibility for Finance, Equipment and Other Resources

The post holder will order stationery and other necessary items for the team via the electronic procurement system.

Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist.

Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business.

Ensuring minimal waste and cost.

Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management

The postholder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.

Responsibility for Information Resources and Administrative Duties

Produce confidential correspondence and reports.

Maintain efficient and effective electronic filing system/s.

Take and distribute formal minutes as necessary.

The post holder will be partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required.

Responsibility for Research and Development

Undertake surveys or audits as necessary to own work.

Freedom to Act

Work is managed rather than supervised.

Accountable for own actions manager is available for reference.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.

Any Other Specific Tasks Required

Provide cover for colleagues when and where necessary.

Duty of Candour you must adhere to the principles of openness, transparency and the statutory duty of candour in your day to day work and conduct and encourage the same behaviours within the wider organisation.

All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information.

The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.

Person Specification

Experience

Essential

• Experience of working within an administrative role.
• Experience of Microsoft systems including, Word, Excel, Outlook and MS teams.
• Experience of working within an office as part of a team.
• Minute taking experience required.
• Having the ability to prioritise is an essential part of the role.
• Being able to demonstrate your own initiative is key to the role.

Desirable

• Previous experience of working in a Healthcare or Social Care administrative setting.
• Experience of referral processes.

Qualifications

Essential

• GCSE grade A to C in English and Maths.
• Evidence of continuing professional and personal development.

Desirable

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.

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.

Employer details

Employer name

Devon Partnership NHS Trust

Address

Devon Partnership Nhs Trust

Estuary House

Newton Abbot

Devon

TQ12 4PH

Employer's website

https://www.dpt.nhs.uk/ (Opens in a new tab)