Location: Barnstaple, EX31 1QL
Salary: £26530.00 to £29114.00
Date posted: 16th January 2025
Closing date: 24th January 2025
Our professional responsibility is to reduce the risk of infection to others as far as possible. Getting vaccinated against diseases that can be passed person-to-person in healthcare settings is part of this responsibility. The Trust will provide advice, guidance and support on vaccinations and access to vaccinations where requested.
Job Description:
We are seeking a Business Administrator/PA to join the Community Perinatal Team for 30 hours a week based in our North Devon office. We are looking for an exceptional individual to come and provide the administration support with our ever-growing perinatal service. If you have experience of administration and like varied day-to-day work in a challenging environment, this could be the place for you.
This will be a challenging and developing role that is varied and interesting and will need you to bring energy, flexibility and commitment. You will have a high standard of administrative skills, good attention to detail and a flexible approach.
Devon Partnership NHS Trust is growing as we establish ourselves as one of the leading providers of mental health services in the country.
Working as part of Devon Partnership NHS Trust, you will make a difference to people's lives from the moment you start.
Main duties of the job
You will have experience of leading a team, providing administrative support in an office environment. The role involves communication, so we expect that you have excellent verbal and written skills. These will be tested as you produce reports, maintain filing systems and records, and take accurate meeting minutes. We expect you to have a working knowledge of Microsoft Office packages.
Interacting with service users (via telephone), you will be confident in giving non-clinical information and advice that improves their experience. Dealing with sensitive information daily, you will understand the importance of data security.
You will often work under pressure and sometimes without direct supervision, so we are looking for someone who is confident to take on new challenges and able to adapt to change. You will need to have the ability to prioritise tasks and manage your own workload, providing support for your colleagues where required.
You will become an important part of the team, working to ensure that every service user and their families receive high-quality care. You may be required to support the induction of new staff members, demonstrating tasks to them.
We will support your development within the role and be able to offer a good peer support network.
About us
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 Trust's 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 responsibilities
* To provide line management for the administration establishment as well as managing the flow of work to the team and develop processes and systems that support these functions including the 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 a high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.
* Possibility for this post holder to work across one or more sites.
Key Responsibilities include:
* Line management of the administration team that provides the administration support for multi-disciplinary teams.
* Provide PA support to Consultants as required to include complex diary management.
* Recruit and maintain staff numbers ensuring appropriate level of administrators are available to support teams effectively, which includes appropriate cover for leave.
* Develop and maintain 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: preparing papers, 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.
Person Specification
Experience
* 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.
* Demonstrate good numeracy and literacy skills.
* Experience of general office routine and filing systems.
Knowledge & Skills
* Excellent IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
* Working knowledge of a range of administrative procedures including complex diary management and arranging appointments.
* Experience or understanding of creating electronic records, electronic filing systems.
* Electronic database 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.
* 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.
* Willingness to embrace new ways of working/changes.
* Ability to recognise when other communication methods may be needed.
* Understanding and respect of confidentiality in the workplace.
Qualifications
* 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.
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