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.
To provide comprehensive administrative support to a manager/assigned team. 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 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.
Revised March 2019
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.
Main duties of the job
Key Responsibilities include Work within an administration team supporting teams within a healthcare service Comprehensive diary management Meetings administration; taking and distributing formal minutes; recording clear actions
and following these up to check completion; maintaining attendance records Support 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 Professional telephone manner Collegiate approach and diligent Take pride in work and consistently strive to produce work of the highest standard Seek to deliver the best possible outcome rather than just the task at hand Work in partnership with the associated team to understand their needs and priorities
(which may change depending on workload) Excellent time management skills Experience of prioritising a varied and busy workload 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 practices.
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 supporting documents section which details the Job Description document in full.
Job description
Job responsibilities
Please refer to the supporting documents section which details the Job Description document in full.
Person Specification
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
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
Knowledge
Essential
- Intermediate IT skills in Microsoft Office Packages, ie 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
Analytical & Judgemental Skills
Essential
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement
- without direct supervision
Communication and Working Relationship Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels.
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed.
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace.
Experience
Essential
- Previous experience of working in a Healthcare or Social Care administrative setting
- 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
Desirable
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
Person Specification
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
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
Knowledge
Essential
- Intermediate IT skills in Microsoft Office Packages, ie 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
Analytical & Judgemental Skills
Essential
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement
- without direct supervision
Communication and Working Relationship Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels.
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed.
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace.
Experience
Essential
- Previous experience of working in a Healthcare or Social Care administrative setting
- 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
Desirable
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
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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