Job summary
The Business Support Administrator role supports our Exeter community mental health teams. As an Administrator in the team you will be
involved with a wide range of tasks and processes that are intrinsic to
ensuring the team is working efficiently and in the best interests of our
patients.
Administration colleagues provide support to the clinicians to enable
them to provide the best care for our patients. It is a role where you can feel like you are
making a positive difference to people's lives.
This is a full time substantive position of 37.5 hours a week based on site.
Please note that applicants requiring a certificate of sponsorship should review the link "Coming to work in the UK Visa information" on the advert to see if they meet the requirements.
Main duties of the job
To provide a comprehensive administration support to the Exeter Adult Community Mental Health Teams that provide for patients aged 18 to 65 years of age.
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 word processing skills and computer literacy.
They will be required to maintain an up-to-date knowledge of Information
Technology. 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.
Main duties of the role include (but are not limited to)
minute-taking and meeting support, formatting documents, answering in-bound calls from patients, families and other health related professionals. Actioning messages appropriately, organising meetings, dealing with incoming and outgoing mail,
and any other general administrative duties required by the team.
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 refer to the Job Profile, full Job Description and Person specification attached to this advert which will provide further information on this role
Job Purpose
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:
- Taking potentially sensitive, distressing and difficult calls and passing on messages from clients, professionals, carers, family members etc.
- Comprehensive diary management and working from a generic team inbox in Microsoft Outlook to complete administrative tasks from clinicians.
- Meetings administration; booking rooms and organising a suitable date and time for attendees; preparing agendas; taking and distributing formal minutes; distributing papers; recording clear decisions and 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.
- Adapting to an ever changing work environment and willingness to learn.
- Complying with trust policies and procedures.
- Ensuring requisitions are dealt with quickly and efficiently on the Agresso purchasing system.
Job description
Job responsibilities
Please refer to the Job Profile, full Job Description and Person specification attached to this advert which will provide further information on this role
Job Purpose
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:
- Taking potentially sensitive, distressing and difficult calls and passing on messages from clients, professionals, carers, family members etc.
- Comprehensive diary management and working from a generic team inbox in Microsoft Outlook to complete administrative tasks from clinicians.
- Meetings administration; booking rooms and organising a suitable date and time for attendees; preparing agendas; taking and distributing formal minutes; distributing papers; recording clear decisions and 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.
- Adapting to an ever changing work environment and willingness to learn.
- Complying with trust policies and procedures.
- Ensuring requisitions are dealt with quickly and efficiently on the Agresso purchasing system.
Person Specification
Planning and Organisational Skills
Essential
- Please describe how you manage your workload when faced with multiple competing tasks, priorities, and deadlines.
- Provide one or two examples that show how you organised and completed activities on time, even when working under pressure.
- Explain the methods or strategies you use to stay focused, remain efficient, and handle interruptions or conflicting demands effectively.
Knowledge
Essential
- Please describe your experience using IT systems in an administrative role. Include examples of how you have used Microsoft Office programs (such as Outlook, Word, Excel, and Teams) to support tasks like managing diaries, scheduling meetings, organising workload, and storing or retrieving files.
- How do you make sure that information is accurate, kept secure, and easy to access when needed?
- Tell us about any experience you have with taking minutes in a professional setting. How do you prepare before a meeting? What do you do during the meeting to ensure your notes are accurate? And how do you handle writing up, sharing, and following up on the minutes afterwards?
- In your own words, explain how you think administrative staff help to support patient care in an adult mental health service. Think about the role you would play in helping the team stay organised, communicate clearly, and work efficiently to deliver safe and effective care.
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- European Computer Driving Licence (ECDL) or International Certification of Digital Literacy (ICDL) or Microsoft Office Specialist (MOS)
Experience
Essential
- Describe a time when you had to adapt to a significant change in your work environment.
- Please explain how you approached the situation, the strategies you used to adjust and how you maintained productivity and morale during the transition.
- Outline a situation where you had to manage sensitive or confidential information, and how you ensured its security and confidentiality.
Desirable
- Previous experience of working in a Healthcare or Social Care administrative setting
Communication & Relationship Skills
Essential
- Provide brief examples that demonstrate your excellent interpersonal and communication skills, your ability to deal tactfully with people at all levels and your experience in conveying clear messages.
- Include an example where you used an alternative communication method and explain the impact of this.
- Additionally, please share an instance where you have dealt with a distressed client, patient or colleague calmly and confidently. Include the steps you took to resolve it and the outcome.
- How did you ensure that your approach was professional, calm and empathetic?
Analytical and Judgemental Skills
Essential
- Provide an example where you exercised initiative within procedural guidelines and worked without direct supervision.
- Briefly describe a time when you were responsible for managing a complex administrative task or project. Please provide specific details about the task, the steps you took to ensure accuracy and quality and the outcome.
- How did you ensure that your work met high standards, and what feedback did you receive from others involved?
Other
Essential
- Briefly describe a situation where you supported a colleague, patient or client experiencing poor mental health
- How did you approached the situation, and what steps you took to provide support.
- Consider the outcome and what you learnt from the experience about your attitude towards mental health.
Person Specification
Planning and Organisational Skills
Essential
- Please describe how you manage your workload when faced with multiple competing tasks, priorities, and deadlines.
- Provide one or two examples that show how you organised and completed activities on time, even when working under pressure.
- Explain the methods or strategies you use to stay focused, remain efficient, and handle interruptions or conflicting demands effectively.
Knowledge
Essential
- Please describe your experience using IT systems in an administrative role. Include examples of how you have used Microsoft Office programs (such as Outlook, Word, Excel, and Teams) to support tasks like managing diaries, scheduling meetings, organising workload, and storing or retrieving files.
- How do you make sure that information is accurate, kept secure, and easy to access when needed?
- Tell us about any experience you have with taking minutes in a professional setting. How do you prepare before a meeting? What do you do during the meeting to ensure your notes are accurate? And how do you handle writing up, sharing, and following up on the minutes afterwards?
- In your own words, explain how you think administrative staff help to support patient care in an adult mental health service. Think about the role you would play in helping the team stay organised, communicate clearly, and work efficiently to deliver safe and effective care.
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- European Computer Driving Licence (ECDL) or International Certification of Digital Literacy (ICDL) or Microsoft Office Specialist (MOS)
Experience
Essential
- Describe a time when you had to adapt to a significant change in your work environment.
- Please explain how you approached the situation, the strategies you used to adjust and how you maintained productivity and morale during the transition.
- Outline a situation where you had to manage sensitive or confidential information, and how you ensured its security and confidentiality.
Desirable
- Previous experience of working in a Healthcare or Social Care administrative setting
Communication & Relationship Skills
Essential
- Provide brief examples that demonstrate your excellent interpersonal and communication skills, your ability to deal tactfully with people at all levels and your experience in conveying clear messages.
- Include an example where you used an alternative communication method and explain the impact of this.
- Additionally, please share an instance where you have dealt with a distressed client, patient or colleague calmly and confidently. Include the steps you took to resolve it and the outcome.
- How did you ensure that your approach was professional, calm and empathetic?
Analytical and Judgemental Skills
Essential
- Provide an example where you exercised initiative within procedural guidelines and worked without direct supervision.
- Briefly describe a time when you were responsible for managing a complex administrative task or project. Please provide specific details about the task, the steps you took to ensure accuracy and quality and the outcome.
- How did you ensure that your work met high standards, and what feedback did you receive from others involved?
Other
Essential
- Briefly describe a situation where you supported a colleague, patient or client experiencing poor mental health
- How did you approached the situation, and what steps you took to provide support.
- Consider the outcome and what you learnt from the experience about your attitude towards mental health.
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.
