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 purpose of this role is to manage the administration provision for a clinical community team.

Working in partnership with the Management Team and Clinical Leads to ensure the optimum deployment of resources to enable the delivery of contracted activity as required.

To provide line management for the administration establishment as well as managing the flow of work to the team. Develop processes and systems that support these functions, including ability to meet deadlines, collate data and maintain standards relating to the administrative processes.

To ensure that the turnaround times for clinical correspondence, results management response times to patient enquiries are delivered, taking corrective action to remedy where performance is compromised.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills, proven management experience and attention to detail.

The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.

Possibility for this postholder to work across one or more sites.

Key Responsibilities include:

Line management of administration team that provide the administration support for multi-disciplinary teams.

Recruit and maintain staff numbers ensuring appropriate level of administrators are available to support teams effectively. Which includes appropriate cover for leave.

Develop and maintaining processes and systems that provide clinical colleagues with effective and efficient methods to enable them to utilise their time more operationally.

Chair regular administration meetings.

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

Ensure the teams have the appropriate and required training, equipment and environment to undertake their roles effectively.

Monitor maintenance within the building/s, ensure that the appropriate recording and reporting systems are up to date and the appropriate individuals/teams are aware of breakages, changes or hazards to the building.

Develop and maintain Business Continuity Plans for area of responsibility.

Build and maintain strong relationships with clinical managers and teams.

Responsible for ensuring all records are up to date on appropriate staffing and patient systems and that items are dealt with quickly and efficiently on finance systems.

To maintain communication links with all staff, using a variety of techniques to develop team morale and motivation through effective personal leadership.

Promoting a satisfying and challenging environment for staff to work in. Aim to build a climate in which staff are valued and developed to their full potential.

Profile:

Excellent planning and organisation skills

Excellent written and verbal communication skills

Excellent attention to detail

Enthusiastic and confident to challenge

Collegiate approach and diligent

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 line management skills to manage team that enables the support and confidence of clinical colleagues

Experience of prioritising a varied and busy workload their own and that of the team they support

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

Strong commitment to ensure standardisation of practices across the organisation

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 systems

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
• * Previous NHS experience of working in a Healthcare or Social Care administrative setting

Desirable

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

Knowledge and Skills

Essential

• * Intermediate IT skills in Microsoft Office Packages i.e. Word, Excel, PowerPoint and Outlook
• * Working 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
• * Experience in dealing with people in distress in a calm and confident manner
• * Willingness to embrace new ways of working/changes

Qualifications

Essential

• * Level 4 Diploma in Business Administration or equivalent qualification or experience
• * GCSE English or equivalent
• * Evidence of continuing professional and personal development

Desirable

• * ICDL (International Computer Driving License), 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

Crediton Hospital

Western Road

Crediton

Devon

EX17 3NH

Employer's website

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