Job Description

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 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.



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.