Job summary Job summary We are searching for a full time (37.5 hours) Band 3 Ward Administrator and Medical Support Secretary to join us on Beech Ward based in Torquay, Torbay Hospital. Beech ward is a 16 bedded inpatient Mental Health Ward that supports primarily older adults with functional mental health difficulties. Please note that 3 days (0.6 whole time equivalent hours, equating to 22.5 hours) of this post is a Medical Secretary 12 month fixed term role. 15.5 hours (0.4 whole time equivalent) of this full time post is a substantive role. This is due to this combined role being the first of its kind on Beech Ward, with the Medical Support Secretary and Ward Administrator duties being combined into one full time role. At Beech Ward, we pride ourselves on being a dedicated, passionate and skilled team, driven by the motivation to improve the lives and mental health of older adults. "Team support is outstanding." - Ruth, Staff Nurse on Beech "We are a caring and compassionate team." - Hannah, Discharge Facilitator "Staff go beyond the call of duty." - A service user. This is a rare and exciting opportunity to work within a dynamic team in a service that has been rated as Outstanding by the CQC. Working alongside the Beech Team, you will support the team to ensure that service users receive a high standard of person-centred care which enables them to recover in a timely way. Main duties of the job Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce are vital to the delivery of first class care. The role is an essential and pivotal post within the ward. 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 experience and knowledge using Microsoft Office packages and experience of using bespoke IT systems. The Ward Administrator essentially provides the administration function for the clinical teams and associated members (MDT) who work on the ward. The postholder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate. The postholder will work very closely with the Ward Manager and their team to provide the administrative function required for the services to operate effectively and efficiently. 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. 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. Date posted 25 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Fixed term Duration 12 months Working pattern Full-time, Flexible working Reference number C9369-24-0840 Job locations Beech Unit, Torbay Hospital Lawes Bridge Torquay Devon TQ2 7AA Job description Job responsibilities Please see the attached Job Description and Person Specification which will provide further information on this role. Due to the Medical Secretary and Ward Administration aspects of this role, both job descriptions are attached although duties and responsibilities overlap. Job description Job responsibilities Please see the attached Job Description and Person Specification which will provide further information on this role. Due to the Medical Secretary and Ward Administration aspects of this role, both job descriptions are attached although duties and responsibilities overlap. Person Specification Qualifications Essential RSA 3 Word Processing or equivalent level of experience in practice. NVQ Level 3 Business Administration GCSE English or equivalent Evidence of continuing professional and personal development Desirable ECDL (European Computer Driving Licence). Shorthand or Speedwriting AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification Skills Essential Contribute to the smooth running of administrative systems for the Consultant including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence. Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve Collate and distributing reports/papers for meetings chaired by the Consultant/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 Consultant 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 appropriate finance systems Excellent verbal and written communication skills, in person, on the telephone or electronically. Ability to take and convey clear messages Good interpersonal skills Able to deal confidentially and tactfully with people at all levels. 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 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. Ability to plan ahead and anticipate Ability to prioritise workload in response to changing demands Able to multi-task Advanced typing skills Ability to recognise and manage challenging situations in a calm and professional manner. Adaptable in continuous change and able to learn quickly. To have a positive attitude towards Mental Health and Disability rights 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 Demonstrate good numeracy and literacy skills Understanding and respect of confidentiality in the workplace. 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 Demonstrate good numeracy and literacy skills Experience of general office routine and filing systems Previous NHS experience of working in a Healthcare or Social Care administrative setting Experience of Audio transcription Desirable Previous experience of working in a Healthcare or Social Care administrative setting. Previous experience in a Medical Secretarial role 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 Person Specification Qualifications Essential RSA 3 Word Processing or equivalent level of experience in practice. NVQ Level 3 Business Administration GCSE English or equivalent Evidence of continuing professional and personal development Desirable ECDL (European Computer Driving Licence). Shorthand or Speedwriting AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification Skills Essential Contribute to the smooth running of administrative systems for the Consultant including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence. Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve Collate and distributing reports/papers for meetings chaired by the Consultant/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 Consultant 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 appropriate finance systems Excellent verbal and written communication skills, in person, on the telephone or electronically. Ability to take and convey clear messages Good interpersonal skills Able to deal confidentially and tactfully with people at all levels. 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 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. Ability to plan ahead and anticipate Ability to prioritise workload in response to changing demands Able to multi-task Advanced typing skills Ability to recognise and manage challenging situations in a calm and professional manner. Adaptable in continuous change and able to learn quickly. To have a positive attitude towards Mental Health and Disability rights 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 Demonstrate good numeracy and literacy skills Understanding and respect of confidentiality in the workplace. 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 Demonstrate good numeracy and literacy skills Experience of general office routine and filing systems Previous NHS experience of working in a Healthcare or Social Care administrative setting Experience of Audio transcription Desirable Previous experience of working in a Healthcare or Social Care administrative setting. Previous experience in a Medical Secretarial role 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 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. Employer details Employer name Devon Partnership NHS Trust Address Beech Unit, Torbay Hospital Lawes Bridge Torquay Devon TQ2 7AA Employer's website https://www.dpt.nhs.uk/ (Opens in a new tab)