Job summary
Administration
services underpin all of our corporate activity at Devon Partnership NHS Trust,
which means our dedicated and enthusiastic administration workforce is vital to
the delivery of first class service.
This is a new role supporting the new Transport Manager.
The post
holder will support the Transport Manager in the two main service areas: The
Trusts Internal Transport and Non-Emergency Patient Transport Service (NEPTS).
Internal Transport is managed by the Trust directly day to day with this
requires leading and managing the team and service level agreements, overseeing
the day-to-day operations, fleet management, and providing a transport service
to the Trust across the Devon and Bristol footprints.
NEPTS is outsourced through an appointed Contractor. The role in this
area is to manage the service contracts, internal stakeholders' (Clinical
Directorates) engagement in using the service, budget monitoring, and
procurement compliance. This scope of work also includes any other specialist
transport services.
Both services are critical to Trusts non-clinical and clinical
operations affecting patient care and business. The role requires high
professional standards, ensuring good practice and compliance with all key
legislative and health & safety requirements and standards, codes of
practice, and regulations.
Main duties of the job
The main duties of the Transport Business Administration Coordinator at Devon Partnership NHS Trust involve providing business administration support to the Transport Manager. This includes managing the Trusts Internal Transport and Non-Emergency Patient Transport Service (NEPTS). For Internal Transport, the role requires leading and managing the team and service level agreements, overseeing day-to-day operations, fleet management, and providing transport services across the Devon and Bristol footprints. For NEPTS, the role involves managing service contracts, engaging with internal stakeholders, monitoring budgets, and ensuring procurement compliance. Additionally, the role requires high professional standards, ensuring good practice and compliance with legislative and health & safety requirements.
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
Please see the attached Job Description and Person Specification which will provide further information on this role.
- Liaise with a wide range of
stakeholders (Trust staff, Devon County Council patient Transport Services,
Commissioners, patients and their families).
- Ensure up to date, relevant
information re: performance is provided in a timely manner.
- Communicate information clearly and
considerately at all times.
- Use motivational and good
negotiation skills in meetings as required.
- Communicate with people effectively
at all times.
- To manage both telephone and face
to face contacts effectively.
- Take minutes of meetings as
required (i.e. contract management meetings).
- Interpret and advise on data and
office management functions.
- Set up and manage effective office
management systems to support the transport service delivery.
- Promote social inclusion regardless
of age, ethnicity, gender, sexual orientation or disability.
- Use IT effectively and
appropriately.
- Work to the Data Protection policy.
- To liaise with senior managers, contractors,
clinicians and commissioners regarding information requirements, Key
Performance Indicators, referrals and other appropriate transport information,
ensuring it is supplied in an accurate and timely manner and in line with
national definitions, policies and procedures.
- The work is high profile and the
post holder will therefore need to demonstrate high-level communication skills
using developed persuasive, motivational and negotiation skills to provide and
receive sensitive and complex information and data in relation to the
directorate, which they will need to compile/share with a wide range of
stakeholders.
- Build and maintain effective and
positive working relationships, internal and external to the organisation, to
enable the efficient collection of data and information.
- To chair, attend and participate in meetings.
- Interpret and apply accurate and
timely transport information to managers and services (i.e. sustainability and energy manager, Devon
Integrated Transport Board) 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.
- Identify and correct the cause for
data anomalies and validation errors that occur during the process of analysis.
- Deal independently with routine
business matters in a professional, prompt and effective manner and use own
initiative in the absence of Managers to ensure that urgent matters are brought
to the attention of the appropriate person.
- Exercise significant levels of
judgement and decision-making in dealing with complex enquiries and deal with
difficult and abusive calls from, for example, complainants/people who use our
services and carers. Make independent judgement as to what action needs to be
taken.
- Draft replies to correspondence on
behalf of the management team, effectively, efficiently and in a timely manner,
using initiative, discretion and sensitivity, upholding confidentiality where
necessary.
-
Deal appropriately with confidential, commercial,
contentious and urgent information, exercising good analytical skills and sound
judgement.
- Undertake complex analysis of
performance data and produce monthly performance reports as required.
- Manage the organisation of key
meetings including business meetings and conferences, grievance hearings,
inquiries.
- Attend meetings and appointments as
required.
- Plan and prioritise diaries for
Managers where appropriate.
- Responsible for managing own
workload and able to work independently and/or as part of a team (role reports
to the Transport Manager).
- Plan own workload to ensure that
weekly, monthly, quarterly and annual tasks are met.
- Manage delivery of key office
management processes.
- To manage email communication in a
timely way.
- Plan and produce monthly
performance reports (balanced score cards) for the Team in a timely fashion.
- Manage and facilitate site visits
such as designation/CQC, acting as a liaison between visitors and the site,
ensuring all necessary information/evidence is available.
- Timely completion of statutory
documents on behalf of the management team.
- Provide general, non-clinical
advice, information and guidance to patients, relatives and carers, in relation
to transport.
- To communicate with patients in a
courteous, professional and timely manner at all times.
- Manage all day to day
correspondence within the department initiating appropriate responses in
order to provide those using the service, staff and other parties with required
information in a friendly and professional manner.
- To receive telephone calls and
accept messages on behalf the team and take appropriate action where necessary.
- To liaise with appropriate
personnel in the multidisciplinary team to gather and co-ordinate information
so that it is accessible in a timely manner.
- To contact people as required or
instructed.
- To co-ordinate and lead the service
development of reporting systems and methodologies through analysis and
interpretation of data to produce management information reports.
- Oversee and provide assurance of
data quality via regular reconciliation and audit processes.
- Develop report suites to provide
timely information for operational and corporate teams using automated
techniques where possible.
- Implement
local and Trust policy and procedures.
- Ensure Business Continuity Plans are in place.
- Develop local administrative procedures.
- Lead on review of administration services and
changes to administrative policies/procedures.
- To support work towards and consider
recommendations on how the role/department/Trust can reduces its carbon
footprint to meet the Net Zero NHS Target in line with the Health & Care
Act 2022.
- Authorise
stationery orders and other necessary items for the team via the relevant
procurement system.
- To
monitor and maintain use of supplies (fuel, oil, and other vehicle products) and ensure this is done
efficiently and cost effectively in line with the needs of the service.
- Ensure
procurement processes are effective and cost saving.
- Authorised
signatory for time sheets, travel claims etc. including petty cash which is
around £100.00. Timesheets would be finalise health roster for junior
staff before the manager signs off the month. Travel claims would be as
per levels set by the system i.e. click travel.
- Where applicable (as the department
expands), Day to Day line management of assigned team of administrators
including
-
Monthly supervision
-
Annual appraisal
-
Provide immediate guidance and assistance in
problem solving
-
Agree/monitor absences in regard to Annual
leave, flexi time, sickness
-
Workload management
- Act
as mentor to new staff in the execution of their duties.
- Manage access to relevant
information from databases/spread sheets to support performance processes.
- Manage the production of balance
scorecards, KPIs, performance reports and ad-hoc reports.
- Prepare and present reports and a
range of complex information in a range of formats.
- Take, transcribe and distribute
formal minutes.
- Ensure that appropriate systems are
developed and maintained to prompt bring forward information or follow-up that
is required for appointments, meetings and projects etc. and for outstanding
work that has been requested by a certain deadline.
- Provide an effective business
support service to include; audio/copy typing correspondence, documents,
reports, minutes, presentations, flyers, hand-outs.
- Completion of statutory documents
on behalf of the management team.
- Create, maintain and develop
information databases/spread sheets producing queries, reports and macros.
- Prepare and present a range of
complex information, in a range of formats e.g. graphs, charts audio/copy
typing correspondence, documents, reports, minutes, presentations, flyers, handouts
etc.
- Take, transcribe and distribute
formal minutes.
- The
post holder will be able to design, develop, maintain, document and test new
databases and reporting systems in line with management requirements.
- To co-ordinate and lead the service development of reporting systems and
methodologies through analysis and interpretation of data to produce management
information reports.
- Oversee and provide assurance of data quality via regular reconciliation
and audit processes.
- Develop unit specific report suites to provide timely information using
automated techniques where possible.
- Implement local and Trust policy and procedures.
- Adhere to Trust policies and procedures.
- Responsible for managing own workload and to work independently or as
part of a team.
- Works autonomously, but can seek advice when
necessary/manages a discrete area of work.
- To undertake training as required
maintaining competency /complying with Trust policies.
- Any
other duties which fall within the general scope of the job description and
band.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification which will provide further information on this role.
- Liaise with a wide range of
stakeholders (Trust staff, Devon County Council patient Transport Services,
Commissioners, patients and their families).
- Ensure up to date, relevant
information re: performance is provided in a timely manner.
- Communicate information clearly and
considerately at all times.
- Use motivational and good
negotiation skills in meetings as required.
- Communicate with people effectively
at all times.
- To manage both telephone and face
to face contacts effectively.
- Take minutes of meetings as
required (i.e. contract management meetings).
- Interpret and advise on data and
office management functions.
- Set up and manage effective office
management systems to support the transport service delivery.
- Promote social inclusion regardless
of age, ethnicity, gender, sexual orientation or disability.
- Use IT effectively and
appropriately.
- Work to the Data Protection policy.
- To liaise with senior managers, contractors,
clinicians and commissioners regarding information requirements, Key
Performance Indicators, referrals and other appropriate transport information,
ensuring it is supplied in an accurate and timely manner and in line with
national definitions, policies and procedures.
- The work is high profile and the
post holder will therefore need to demonstrate high-level communication skills
using developed persuasive, motivational and negotiation skills to provide and
receive sensitive and complex information and data in relation to the
directorate, which they will need to compile/share with a wide range of
stakeholders.
- Build and maintain effective and
positive working relationships, internal and external to the organisation, to
enable the efficient collection of data and information.
- To chair, attend and participate in meetings.
- Interpret and apply accurate and
timely transport information to managers and services (i.e. sustainability and energy manager, Devon
Integrated Transport Board) 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.
- Identify and correct the cause for
data anomalies and validation errors that occur during the process of analysis.
- Deal independently with routine
business matters in a professional, prompt and effective manner and use own
initiative in the absence of Managers to ensure that urgent matters are brought
to the attention of the appropriate person.
- Exercise significant levels of
judgement and decision-making in dealing with complex enquiries and deal with
difficult and abusive calls from, for example, complainants/people who use our
services and carers. Make independent judgement as to what action needs to be
taken.
- Draft replies to correspondence on
behalf of the management team, effectively, efficiently and in a timely manner,
using initiative, discretion and sensitivity, upholding confidentiality where
necessary.
-
Deal appropriately with confidential, commercial,
contentious and urgent information, exercising good analytical skills and sound
judgement.
- Undertake complex analysis of
performance data and produce monthly performance reports as required.
- Manage the organisation of key
meetings including business meetings and conferences, grievance hearings,
inquiries.
- Attend meetings and appointments as
required.
- Plan and prioritise diaries for
Managers where appropriate.
- Responsible for managing own
workload and able to work independently and/or as part of a team (role reports
to the Transport Manager).
- Plan own workload to ensure that
weekly, monthly, quarterly and annual tasks are met.
- Manage delivery of key office
management processes.
- To manage email communication in a
timely way.
- Plan and produce monthly
performance reports (balanced score cards) for the Team in a timely fashion.
- Manage and facilitate site visits
such as designation/CQC, acting as a liaison between visitors and the site,
ensuring all necessary information/evidence is available.
- Timely completion of statutory
documents on behalf of the management team.
- Provide general, non-clinical
advice, information and guidance to patients, relatives and carers, in relation
to transport.
- To communicate with patients in a
courteous, professional and timely manner at all times.
- Manage all day to day
correspondence within the department initiating appropriate responses in
order to provide those using the service, staff and other parties with required
information in a friendly and professional manner.
- To receive telephone calls and
accept messages on behalf the team and take appropriate action where necessary.
- To liaise with appropriate
personnel in the multidisciplinary team to gather and co-ordinate information
so that it is accessible in a timely manner.
- To contact people as required or
instructed.
- To co-ordinate and lead the service
development of reporting systems and methodologies through analysis and
interpretation of data to produce management information reports.
- Oversee and provide assurance of
data quality via regular reconciliation and audit processes.
- Develop report suites to provide
timely information for operational and corporate teams using automated
techniques where possible.
- Implement
local and Trust policy and procedures.
- Ensure Business Continuity Plans are in place.
- Develop local administrative procedures.
- Lead on review of administration services and
changes to administrative policies/procedures.
- To support work towards and consider
recommendations on how the role/department/Trust can reduces its carbon
footprint to meet the Net Zero NHS Target in line with the Health & Care
Act 2022.
- Authorise
stationery orders and other necessary items for the team via the relevant
procurement system.
- To
monitor and maintain use of supplies (fuel, oil, and other vehicle products) and ensure this is done
efficiently and cost effectively in line with the needs of the service.
- Ensure
procurement processes are effective and cost saving.
- Authorised
signatory for time sheets, travel claims etc. including petty cash which is
around £100.00. Timesheets would be finalise health roster for junior
staff before the manager signs off the month. Travel claims would be as
per levels set by the system i.e. click travel.
- Where applicable (as the department
expands), Day to Day line management of assigned team of administrators
including
-
Monthly supervision
-
Annual appraisal
-
Provide immediate guidance and assistance in
problem solving
-
Agree/monitor absences in regard to Annual
leave, flexi time, sickness
-
Workload management
- Act
as mentor to new staff in the execution of their duties.
- Manage access to relevant
information from databases/spread sheets to support performance processes.
- Manage the production of balance
scorecards, KPIs, performance reports and ad-hoc reports.
- Prepare and present reports and a
range of complex information in a range of formats.
- Take, transcribe and distribute
formal minutes.
- Ensure that appropriate systems are
developed and maintained to prompt bring forward information or follow-up that
is required for appointments, meetings and projects etc. and for outstanding
work that has been requested by a certain deadline.
- Provide an effective business
support service to include; audio/copy typing correspondence, documents,
reports, minutes, presentations, flyers, hand-outs.
- Completion of statutory documents
on behalf of the management team.
- Create, maintain and develop
information databases/spread sheets producing queries, reports and macros.
- Prepare and present a range of
complex information, in a range of formats e.g. graphs, charts audio/copy
typing correspondence, documents, reports, minutes, presentations, flyers, handouts
etc.
- Take, transcribe and distribute
formal minutes.
- The
post holder will be able to design, develop, maintain, document and test new
databases and reporting systems in line with management requirements.
- To co-ordinate and lead the service development of reporting systems and
methodologies through analysis and interpretation of data to produce management
information reports.
- Oversee and provide assurance of data quality via regular reconciliation
and audit processes.
- Develop unit specific report suites to provide timely information using
automated techniques where possible.
- Implement local and Trust policy and procedures.
- Adhere to Trust policies and procedures.
- Responsible for managing own workload and to work independently or as
part of a team.
- Works autonomously, but can seek advice when
necessary/manages a discrete area of work.
- To undertake training as required
maintaining competency /complying with Trust policies.
- Any
other duties which fall within the general scope of the job description and
band.
Person Specification
Communication and Working Relationship Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace
Desirable
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.
- GCSE English or equivalent
- Evidence of continuing professional and personal development
- Relevant qualifications and certifications as required fulfilling Transport (fleet management) and Patient Transport Service responsibilities.
Desirable
- ICDL (International Computer Driving License), or equivalent experience.
Analytical & Judgemental Skills
Essential
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
Desirable
Physical Skills
Essential
- Standard typing skills
- Ability to recognise and manage challenging situations in a calm and professional manner
- Adaptable in continuous change and able to learn quickly
Desirable
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate excellent numeracy and literacy skills
- Experience of managing a team of administrators
Desirable
- Experience of supporting high level meetings, including taking formal minutes, developing agendas and distributing papers and reports
- Previous experience of working in a Healthcare or Social Care administrative setting
Planning & Organisational Skills
Essential
- Ability to plan ahead and anticipate
- Ability to prioritise workload in response to changing demands
- Able to multi-task and work in busy environment
- Able to plan own and others workload
- Organised and methodical
- Self-motivated and proactive
- Ability to manage complex tasks with tight deadlines.
Desirable
Knowledge
Essential
- Advanced IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
- Experience or understanding of creating electronic records, electronic filing systems
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
- Knowledge of our business and how it supports patient care
Desirable
- Theoretical and practicable knowledge in fleet management.
- Extensive knowledge and understanding of specialist NHS related patient transfers and procedures.
Person Specification
Communication and Working Relationship Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace
Desirable
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.
- GCSE English or equivalent
- Evidence of continuing professional and personal development
- Relevant qualifications and certifications as required fulfilling Transport (fleet management) and Patient Transport Service responsibilities.
Desirable
- ICDL (International Computer Driving License), or equivalent experience.
Analytical & Judgemental Skills
Essential
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
Desirable
Physical Skills
Essential
- Standard typing skills
- Ability to recognise and manage challenging situations in a calm and professional manner
- Adaptable in continuous change and able to learn quickly
Desirable
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate excellent numeracy and literacy skills
- Experience of managing a team of administrators
Desirable
- Experience of supporting high level meetings, including taking formal minutes, developing agendas and distributing papers and reports
- Previous experience of working in a Healthcare or Social Care administrative setting
Planning & Organisational Skills
Essential
- Ability to plan ahead and anticipate
- Ability to prioritise workload in response to changing demands
- Able to multi-task and work in busy environment
- Able to plan own and others workload
- Organised and methodical
- Self-motivated and proactive
- Ability to manage complex tasks with tight deadlines.
Desirable
Knowledge
Essential
- Advanced IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
- Experience or understanding of creating electronic records, electronic filing systems
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
- Knowledge of our business and how it supports patient care
Desirable
- Theoretical and practicable knowledge in fleet management.
- Extensive knowledge and understanding of specialist NHS related patient transfers and procedures.
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.
