Job summary
We are seeking a Band 3 Business Support Administrator within our innovative and supportive Clinical Health Psychology & Neuropsychology Service, serving the Royal Devon Universities HealthCare NHS Trust, based at Church Lane. Our trained Clinical Psychologists, Neuropsychologists, Assistant Psychologists are often based in inpatient rehabilitation centres, multi-disciplinary medical teams, or in community services.
This is a part time role covering 17 hours per week ( WTE). The working pattern is to be discussed and agreed.
The post holder will provide comprehensive administrative support to our team. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The work is varied, supporting clinicians, patients who contact the service, booking appointments and managing a complex referral system. Excellent written and verbal communication skills and a professional telephone manner are essential.
Here at Devon Partnership Trust we are passionate and proud of the work we do and the impact we make. We can offer you a great place to work with good benefits, flexible working and a supportive, friendly and inclusive environment.
Main duties of the job
1. Work within an administration team supporting and assisting Clinicians and wider team on a daily basis.
2. Frequently inputting complex and sensitive data relating to people who use our services onto electronic patient records system, from referral to discharge.
3. Occasionally taking and distributing formal minutes, recording clear actions and maintaining attendance records.
4. Order stationery and other necessary items for the team via the electronic procurement system
5. Processing work from our shared inbox, booking appointments and creating appointment letters.
6. Reception cover when required.
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 see the attached Job Description and Person Specification which will provide further information on this role.
Person Specification
Qualifications
Essential
7. RSA 3 Word Processing or equivalent level of experience in practice.
8. NVQ3 in administration or equivalent level administrative knowledge and experience
9. Evidence of continuing professional and personal development
10. GCSE English or equivalent
Desirable
11. Shorthand or Speedwriting
12. ECDL (European Computer Driving Licence).
Experience
Essential
13. Excellent organisational skills
14. Ability to prioritise workload and adapt to change when required
15. Previous experience of working within an administrative or secretarial team
16. Experience of dealing with confidential and complex information
17. Previous experience of working in a Healthcare or Social Care administrative setting
Desirable
18. Ability to take accurate formal and informal minutes
19. Demonstrate good numeracy and literacy skills
Knowledge and skills
Essential
20. Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
21. Working knowledge of a range of administrative procedures including diary management and arranging appointments
22. Experience or understanding of creating electronic records, electronic filing systems
23. Electronic data base management.
24. Ability to manage diverse workload whilst dealing with frequent interruptions
25. Knowledge of our business and how it supports patient care
26. Excellent interpersonal and communication skills both written and verbal
27. Able to deal confidentially and tactfully with people at all levels
28. Ability to take and convey clear messages
29. Experience in dealing with people in distress in a calm and confident manner
30. Understanding and respect of confidentiality in the workplace
31. Able to plan, organise, prioritise, coordinate and work flexibly.
32. Attention to detail/quality
33. Able to deal with difficult situations
34. Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement
35. without direct supervision
36. Positive attitude towards mental ill health and disability