Job summary
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 for this 12 month Maternity cover post will be part of the Specialist Services Management team, and will be responsible for providing an effective and efficient administrative function to assigned senior managers and their associated team members. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.
Main duties of the job
Key Responsibilities include
Comprehensive diary management and ensuring that managers / associated team members are briefed and ready for meetings and appointments. A pro-active approach will be required using initiative to provide a first class PA support as the post holder will be largely responsible for managing their own workload.
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
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.
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 time management skills to manage their own time and that of the Manager they support
Experience of prioritising a varied and busy workload their own and that of the Manager they support and using initiative
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 systems.
Job description
Job responsibilities
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.
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 time management skills to manage their own time and that of the Manager they support
Experience of prioritising a varied and busy workload their own and that of the Manager they support and using initiative
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 systems.
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.
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.
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.
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.
