Job summary
Devon Partnership NHS Trust is seeking a Business Administrator to join our dedicated team based at Wonford House in Exeter. This is a fixed-term position working 33 hours per week, supporting a key area of our organisation until 4th September 2026.
This is an excellent opportunity for a highly organised and motivated individual who thrives in a fast-paced and supportive healthcare environment.
About the Role
The postholder will be responsible for providing effective and efficient clerical and administrative support to an assigned senior manager and associated healthcare teams. Your work will contribute directly to the smooth running of our services, ensuring our teams are supported in delivering high-quality care across the Trust.
Main duties of the job
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.
Key Responsibilities include:
- Comprehensive diary management and ensuring manager/associated team members are briefed and ready for meetings and appointments
- Collate and distribute reports/papers for meetings chaired by the manager/associated team and ensuring the agenda is sent out to report authors and attendees in advance
- Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
- Event coordination and planning as required
- Supporting the manager and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on finance systems.
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
Duties and
Responsibilities
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 presentations, records, spreadsheets and databases.
- Communicating
important/confidential/sensitive information to assigned manager/associated
team.
- Supporting the
manager/associated team to produce the reports/papers required for meetings,
ensuring they meet appropriate standards content and layout, liaising with
report authors where required.
- Comprehensive
inbox management and filing, including emails which have been actioned or are
pending.
Developing/maintaining
multiple electronic filing systems.
- The post holder
will be expected to communicate complex and sensitive issues to a range of
people, including service users, where there may be a barrier to understanding.
- To be an
integral link between members of the multi-disciplinary team.
- To handle all
incoming and outgoing mail, including electronic (email).
- To be first
point of contact for manager/associated team. Take and forward accurate
messages in a timely manager.
- Produce clear
and accurate written correspondence (including the composition of adhoc routine
letters) eg letters, memos, report, presentations, audio recording of minutes
and use of Trust Intranet and Internet as required.
Analytical
and Judgemental Skills
- To receive and
open mail (paper and electronic as necessary) and distribute/despatch
accordingly ensuring appropriate action is taken with high priority material.
- Arranging
business travel to find the most cost-effective and efficient solution and
providing detailed itineraries for trips
- 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
- Maintain and
monitor service/department staff records, eg annual leave, training and
personal contact information and proactively support cover arrangements in
times of absence.
- Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to assigned manager/associated team 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.
Planning
and Organisational Skills
- Arrange
meetings, hospitality, venues, distributing agendas/notes and managing multiple
diaries.
- Prioritise own
tasks, exercising a degree of independence, initiative and judgement.
- Prepare formal
agendas and take formal minutes as required. Organising meetings and conference
calls internally and externally
Responsibility
for Patient/Client Care, Treatment and Therapy
- Act as a
principle point of contact for users of the service, eg Individuals from
within/outside the Trust, people who use our services and members of the
public.
Responsibility
for Policy and Service Development Implementation
- The post holder
may be asked to contribute to audit and research projects within the service to
inform service development and standards.
Implement
administrative policies.
- Adhere to all
Trust and departmental policies and procedures relating to their role, may be
required to comment on reviews.
- Maintain and
continue to improve knowledge and understanding of the Trust/Service including
systems, policy and current issues, particularly to own area of work.
Responsibility
for Finance, Equipment and Other Resources
- The post holder
will order stationery and other necessary items for the team via the
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.
- Suggest
efficiency savings to more senior staff.
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.
- Provide
immediate guidance and assistance in problem solving.
Responsibility
for Information Resources and Administrative Duties
- Utilise
information technology to create graphs and charts, posters etc.
- Produce
confidential correspondence and reports.
- Maintain an
efficient and effective filing system.
- Maintaining
accurate information about the Services such as organograms and contacts
lists.
- Keep
appropriate statistical records/information as and when required by the
manager/associated team for audit purpose. Provide statistical returns when
required which may involve entering statistical data onto data bases.
- Take and
distribute formal minutes as necessary.
- Develop
effective and efficient administrative systems including management of email
accounts and electronic and paper filing systems as well as other forms of
correspondence.
Responsibility
for Research and Development
- Contribute to
audit and research projects within remit of job role.
Freedom to Act
- The post holder will be expected to work without direct supervision and manage
their own workload.
- Accountable for own actions, manager 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
- Providing
support to other Business Administrators through a buddy system.
- 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.
Job description
Job responsibilities
Duties and
Responsibilities
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 presentations, records, spreadsheets and databases.
- Communicating
important/confidential/sensitive information to assigned manager/associated
team.
- Supporting the
manager/associated team to produce the reports/papers required for meetings,
ensuring they meet appropriate standards content and layout, liaising with
report authors where required.
- Comprehensive
inbox management and filing, including emails which have been actioned or are
pending.
Developing/maintaining
multiple electronic filing systems.
- The post holder
will be expected to communicate complex and sensitive issues to a range of
people, including service users, where there may be a barrier to understanding.
- To be an
integral link between members of the multi-disciplinary team.
- To handle all
incoming and outgoing mail, including electronic (email).
- To be first
point of contact for manager/associated team. Take and forward accurate
messages in a timely manager.
- Produce clear
and accurate written correspondence (including the composition of adhoc routine
letters) eg letters, memos, report, presentations, audio recording of minutes
and use of Trust Intranet and Internet as required.
Analytical
and Judgemental Skills
- To receive and
open mail (paper and electronic as necessary) and distribute/despatch
accordingly ensuring appropriate action is taken with high priority material.
- Arranging
business travel to find the most cost-effective and efficient solution and
providing detailed itineraries for trips
- 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
- Maintain and
monitor service/department staff records, eg annual leave, training and
personal contact information and proactively support cover arrangements in
times of absence.
- Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to assigned manager/associated team 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.
Planning
and Organisational Skills
- Arrange
meetings, hospitality, venues, distributing agendas/notes and managing multiple
diaries.
- Prioritise own
tasks, exercising a degree of independence, initiative and judgement.
- Prepare formal
agendas and take formal minutes as required. Organising meetings and conference
calls internally and externally
Responsibility
for Patient/Client Care, Treatment and Therapy
- Act as a
principle point of contact for users of the service, eg Individuals from
within/outside the Trust, people who use our services and members of the
public.
Responsibility
for Policy and Service Development Implementation
- The post holder
may be asked to contribute to audit and research projects within the service to
inform service development and standards.
Implement
administrative policies.
- Adhere to all
Trust and departmental policies and procedures relating to their role, may be
required to comment on reviews.
- Maintain and
continue to improve knowledge and understanding of the Trust/Service including
systems, policy and current issues, particularly to own area of work.
Responsibility
for Finance, Equipment and Other Resources
- The post holder
will order stationery and other necessary items for the team via the
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.
- Suggest
efficiency savings to more senior staff.
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.
- Provide
immediate guidance and assistance in problem solving.
Responsibility
for Information Resources and Administrative Duties
- Utilise
information technology to create graphs and charts, posters etc.
- Produce
confidential correspondence and reports.
- Maintain an
efficient and effective filing system.
- Maintaining
accurate information about the Services such as organograms and contacts
lists.
- Keep
appropriate statistical records/information as and when required by the
manager/associated team for audit purpose. Provide statistical returns when
required which may involve entering statistical data onto data bases.
- Take and
distribute formal minutes as necessary.
- Develop
effective and efficient administrative systems including management of email
accounts and electronic and paper filing systems as well as other forms of
correspondence.
Responsibility
for Research and Development
- Contribute to
audit and research projects within remit of job role.
Freedom to Act
- The post holder will be expected to work without direct supervision and manage
their own workload.
- Accountable for own actions, manager 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
- Providing
support to other Business Administrators through a buddy system.
- 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
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- 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
- Previous experience of working in a Healthcare or Social Care administrative setting
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- 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
- Previous experience of working in a Healthcare or Social Care administrative setting
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- 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)
- Shorthand or Speedwriting
Person Specification
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- 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
- Previous experience of working in a Healthcare or Social Care administrative setting
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- 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
- Previous experience of working in a Healthcare or Social Care administrative setting
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- 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)
- Shorthand or Speedwriting
