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 Complex Emotional Needs Service, 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
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 as the post holder will be largely responsible for managing their own workload.
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 managers 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
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 will be responsible for providing effective and efficient clerical and administrative
support to an assigned senior manager and associated teams within healthcare. . There will be
an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent
organisational skills.
Revised March 2019
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 appointment.
- 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
- Professional telephone manner
- 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
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 will be responsible for providing effective and efficient clerical and administrative
support to an assigned senior manager and associated teams within healthcare. . There will be
an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent
organisational skills.
Revised March 2019
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 appointment.
- 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
- Professional telephone manner
- 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
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
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.
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
Person Specification
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
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.
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
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.
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