Location: Exeter, EX2 5AF
Salary: £24071.00 to £25674.00
Date posted: 14th January 2025
Closing date: 29th 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 have an exciting opportunity for a part-time Band 3 Business Administrator to support the Mental Health Learning Disability and Autism (MHLDA) National Quality Improvement Programme. The role is predominantly home based, with an occasional requirement to attend face-to-face meetings and workshops.
This role will work closely with the Inpatient Transformation Lead and the Senior Project Officer to support the Programme.
Main duties of the job
The post-holder will be responsible for managing multiple diaries and an ability to service governance level business meetings; including forward planning, distribution of papers, taking formal minutes and preparing and reviewing associated documents such as action logs. This role will also involve working with people who use our services, experts by experience, families, and carers.
The successful candidate will be self-motivated, flexible, and highly professional at all times. You will also have the following qualities and attributes:
* Friendly, approachable and able to build positive relationships
* Strong organisation, interpersonal and communication skills
* Strong initiative and adaptability
* Able to cope with unexpected changes in routine
* Motivated with good attention to detail
* Able to work independently and as part of a team
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.
Job responsibilities
Job Purpose
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 or 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 a 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. 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.
Duties and Responsibilities
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 organisational 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
* 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.
Person Specification
Skills and Abilities
* Ability to work without direct supervision on a day-to-day basis.
* Plan and prioritise own workload, ability to meet deadlines and work under pressure
* Adaptable in continuous change and able to learn quickly
* Positive attitude towards mental health and learning disability
* Experience working in project or programme environment
Experience
* Excellent organisational skills
* Ability to prioritise workload and adapt to change when required
* Previous experience of working within an administrative or secretarial team
* Previous experience of working in a Healthcare or Social Care administrative setting
* Ability to take accurate formal and informal minutes
* Experience supporting administration of Projects, Programmes or Quality Improvement initiatives
Qualifications
* NVQ3 in administration or equivalent level administrative knowledge and experience
* GCSE English or equivalent
* ECDL (European Computer Driving Licence).
* Shorthand or Speedwriting
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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