Business Support Administrator

Location: Tiverton, EX16 6SASalary: £22816.00 to £24336.00Date posted: 4th April 2024Closing date: 30th April 2024Our 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 looking for someone to join the Learning Disability Service in the role of Business Support Administrator working 3 days (22.5 hours) per week supporting a multi-disciplinary team of clinicians in all aspects of administration.Main duties of the jobAdministration services underpin all of our clinical activity at Devon Partnership NHSTrust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care.The post holder will provide comprehensive administrative support to the 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.About usWe 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 doOur valuesWe 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 responsibilitiesCommunication and Working Relationship SkillsTo use a variety of software packages including Microsoft Suit and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain records, spreadsheets and databases.To exchange factual information with people who use our services using persuasion tact, reassurance empathy and acknowledging barriers to understanding.To document information in accordance with record keeping standards.The post holder will often be the first point of contact and the focal point of services; therefore clear communication skills are required.To ensure that any information relating to safety of people who use our services and others is communicated immediately to senior team members.Frequently communicates with people using services concerning their appointments and treatment; and DWP if appropriate to role. Deals with enquiries from relatives and the public.Communication with staff on work procedures and external agencies on behalf of the service.Working within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and contemporary.Produce clear and accurate written correspondence (including the composition of adhoc routine letters) e.g. letters, memos, report, audio recording of minutes and use of TrustIntranet and Internet as required.To provide effective communication with people who use our services, relatives and carers, visitors, staff and others.To ensure that all communication is within the boundaries of patient confidentiality and to seek guidance when unsure.To manage both telephone and face to face contacts with distressed people who use our services in a supportive manner.Analytical and Judgemental SkillsJudgement involving facts or situations, some requiring analysis. Resolves problems relating to patient records; locates missing case notes; cash discrepancies: make judgements on how to respond to patient enquiries.Keep appropriate statistical records/information as and when required by the team/service for audit purpose. Provide statistical returns when required which may involve entering statistical data onto data bases.Maintain and monitor service/department staff records, e.g. annual leave, training and personal contact information and proactively support cover arrangements in times of absence.Planning and Organisational SkillsDeliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to line manager in a timely proactive manner when these standards have not been met, and enabling appropriate action to be taken. Implement planned actions and response, communicating changes as appropriate.Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries.Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.Prioritise own tasks, exercising a degree of independence, initiative and judgement.Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager.Using appropriate electronic systems, ie room booking system to adjust clinic/appointment/meeting times as required.Responsibility for Patient/Client Care, Treatment and TherapyAct as a principle point of contact for users of the service, e.g. Individuals from within/outside the Trust, people who use our services and members of the public.Responsibility for Policy and Service Development ImplementationMaintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.Adhere to all Trust and departmental policies and procedures relating to role.Comply with local administrative procedures.Participate in local review of administration services.Responsibility for Finance, Equipment and Other ResourcesThe post holder will order stationery and other necessary items for the team via the electronic procurement system.Handles patients cash and valuables; may be required to order and maintain stationery and stores stocks; may be responsible for petty cash float.Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist.Ensure the proper use of the Trust resources, such as stationary, telephone usage photocopying and other consumables used within the course of business.Ensuring minimal waste and cost.Suggest efficiency savings to more senior staff.Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and ManagementThe post holder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.Responsibility for Information Resources and Administrative DutiesProduce confidential correspondence and reports.Maintain efficient and effective electronic filing system/s.Take and distribute formal minutes as necessary.The post holder will be partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required.Any Other Specific Tasks RequiredProvide cover for colleagues when and where necessary.Duty of Candour you must adhere to the principles of openness, transparency and the statutory duty of candour in your day to day work and conduct and encourage the same behaviours within the wider organisation.All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information.The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.Person SpecificationQualificationsRSA 3 Word Processing or equivalent level of experience inpractice.NVQ3 in administration or equivalent level administrativeknowledge and experienceGCSE English or equivalentEvidence of continuing professional and personal developmentECDL (European Computer Driving Licence).Shorthand or SpeedwritingExperienceExcel, PowerPoint and Outlook.Working knowledge of a range of administrative proceduresincluding diary management and arranging appointmentsExperience or understanding of creating electronic records,electronic filing systemsElectronic data base management.Ability to manage diverse workload whilst dealing with frequentinterruptionsAbility to meet deadlines and to work under pressureExceptional organisational skills and ability to prioritiseAbility to work both independently and as part of a teamAbility to provide a high standard of secretarial support formeetings e.g. organising, booking venues and minute takingKnowledge of our business and how it supports patient careExcellent organisational skillsAbility to prioritise workload and adapt to change whenrequiredPrevious experience of working within an administrative orsecretarial teamExperience of dealing with confidential and complexinformationPrevious experience of working in a Healthcare or Social Careadministrative settingExcellent interpersonal and communication skills both writtenand verbalAble to deal confidentially and tactfully with people at all levelsAbility to take and convey clear messagesExperience in dealing with people in distress in a calm andconfident mannerAbility to recognise when other communication aids may beneededWillingness to embrace new ways of working/changesUnderstanding and respect of confidentiality in the workplaceAbility to work under pressureAble to plan, organise, prioritise, coordinate and work flexibly.Ability to exercise initiative operating within proceduralguidelines.Ability to work without direct supervision on a day to day basis.Able to deal with difficult situationsEffective organisational skills. Prioritise own tasks, exercising adegree of independence, initiative and judgement withoutdirect supervisionPlan and prioritise own workload, ability to meet deadlines andwork under pressureAdvanced keyboard skillsAbility to recognise and manage challenging situations in acalm and professional manner.Adaptable in continuous change and able to learn quickly.Positive attitude towards mental ill health and disabilityAbility to take accurate formal and informal minutesDemonstrate good numeracy and literacy skills
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