Business Administrator

Job summary

South West Provider Collaborative is looking for an experienced Business Administrator to join the Care Education Treatment Reviews (CETR) team.

The role is required for 26 hours per week, over 5 days, to be worked Monday to Friday during core business hours. We are a small family friendly team that do our best to accommodate a good work/life balance and therefore can be flexible with working times to fit around other commitments such as school times.

The post holder will work predominately from home with the expectation of occasional planned travel to their base at Langdon Hospital in Dawlish.

This is a new role to join and expand our CETR team, working alongside our two CETR businessadministrators.

There will be an expectation for the post holder to be highly motivated, flexible and enthusiastic with excellent organisational and secretarial skills.

The post holder will have word processing skills and computer literacy and will be required to maintain an up-to-date knowledge of Information Technology.

Main duties of the job

The Collaborative is a partnership of 8 organisations across the South West (led by DPT) and is currently responsible for the commissioning of secure mental health services across the South West. We recently took responsibility for CETR from NHS England and we are looking for someone to join our team to provide additional administrative support.

To support the CETR team across a full range of administrative tasks connected with the delivery of CETR panels. Tasks may include meeting organisation; comprehensive minute taking; responsibility for updating key regional and national databases (Assuring Transformation); use of and updating CETR data base and active patient table.

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. The post holder will also need to have excellent time management skills as this post will support multiple members of the CETR team including the Programme Manager and several case managers/chairs of CETR panels and a clinical reviewer.

The post holder will be expected to support the existing CETR team administrators with the panel booking and panel matching processes, provide cross cover support for training, sickness/absence, annual leave and monitor and respond in a timely manner to email activity through the team single point of contact.

The post holder will be expected to work without direct supervision and manage their own workload. The post holder may be expected to line manage others.

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

26 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year FTE

Contract

Permanent

Working pattern

Part-time, Flexible working, Home or remote working

Reference number

C9369-23-0219

Job locations

Langdon Hospital

Dawlish

EX7 0NR

Job description

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.

The post holder will be responsible for providing effective and efficient clerical and administrative support to an assigned senior manager and associated teams within healthcare. 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. 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.

Key Responsibilities include:

Comprehensive diary management and ensuring manager/associated team members are briefed and ready for meetings and appointments.
Collate and distribute reports/papers for meetings chaired by the manager/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 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
Enthusiastic and confident to challenge
Professional telephone manner
Collegiate approach and diligent
Takes pride in their work and consistently strives to produce work of the highest standard
Seeks to deliver the best possible outcome rather than just the task at hand
Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload)
Excellent time management skills to manage their own time and that of the Manager they support and using initiative
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 systems.

Duties and Responsibilities

Communication and Working Relationship Skills

To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain presentations, records, spreadsheets and databases.

Communicating important/confidential/sensitive information to assigned manager/associated team.

Supporting the manager/associated team to produce reports/papers required for meetings, ensuring they meet appropriate standards content and layout, liaising with report authors where required.

Comprehensive inbox management and filing, including emails which have been actioned or are pending.

Developing/maintaining multiple electronic filing systems.

The post holder will be expected to communicate complex and sensitive issues to a range of people, including service users, where there may be a barrier to understanding.

To be an integral link between members of the multi-disciplinary team.

To handle all incoming and outgoing mail, including electronic (email).

To be first point of contact for manager/associated team. Take and forward accurate messages in a timely manager.

Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg letters, memos, report, presentations, audio recording of minutes and use of Trust Intranet and Internet as required.

Analytical and Judgemental Skills

To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material.

Arranging business travel to find the most cost-effective and efficient solution and providing detailed itineraries for trips

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.

Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team 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.

Planning and Organisational Skills

Implement planned actions and response, communicating changes as appropriate.

Arrange meetings, hospitality, venues, distributing agendas/notes and managing multiple diaries.

Prioritise own tasks, exercising a degree of independence, initiative and judgement.

Prepare formal agendas and take formal minutes as required. Organising meetings and conference calls internally and externally

Responsibility for Patient/Client Care, Treatment and Therapy

Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, people who use our services and members of the public.

Responsibility for Policy and Service Development Implementation

The post holder may be asked to contribute to audit and research projects within the service to inform service development and standards.

Implement administrative policies.

Adhere to all Trust and departmental policies and procedures relating to their role, may be required to comment on reviews.

Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.

Responsibility for Finance, Equipment and Other Resources

The post holder will order stationery and other necessary items for the team via the procurement system.

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 Management

The 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.

Provide immediate guidance and assistance in problem solving.

Responsibility for Information Resources and Administrative Duties

Utilise information technology to create graphs and charts, posters etc.

Produce confidential correspondence and reports.

Maintain an efficient and effective filing system.

Maintaining accurate information about the services such as organograms and contact lists.

Keep appropriate statistical records/information as and when required by the manager/associated team for audit purpose. Provide statistical returns when required which may involve entering statistical data onto data bases.

Take and distribute formal minutes as necessary.

Develop active and efficient administrative systems including management of email accounts and electronic and paper filing systems as well as other forms of correspondence.

Responsibility for Research and Development

Contribute to audit and research projects within remit of job role.

Freedom to Act

The post holder will be expected to work without direct supervision and manage their own workload. Accountable for own actions, manager available for reference.

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.

Any Other Specific Tasks Required

Providing support to other Business Administrators through a buddy system.

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.

Job responsibilities

Job Purpose

Key Responsibilities include:

Comprehensive diary management and ensuring manager/associated team members are briefed and ready for meetings and appointments.
Collate and distribute reports/papers for meetings chaired by the manager/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 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
Enthusiastic and confident to challenge
Professional telephone manner
Collegiate approach and diligent
Takes pride in their work and consistently strives to produce work of the highest standard
Seeks to deliver the best possible outcome rather than just the task at hand
Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload)
Excellent time management skills to manage their own time and that of the Manager they support and using initiative
Experience of working under pressure with the ability to work to and achieve deadlines