Business Support Administrator

Devon Partnership Trust; Highweek; Hybrid; GBP 26,000 - 27,000; Part time

Job summary

Devon Partnership Trust's Teignbridge TALKWORKS Team seeks a part-time Business Support Administrator. Based at Sherborne House, you will support front-of-house operations, process referrals, and maintain confidential records across our Talking Therapies service.

The role is 25.5 hours per week with one day from home option; requires excellent communication, strong organisational skills and experience with MS Office. A friendly, patient approach and data security focus are essential.

Qualifications

• Proven ability to handle confidential information with discretion.
• Experience in administrative or secretarial support, ideally in healthcare.
• Proficiency in Microsoft Office and clerical processes.

Responsibilities

• Processing incoming referrals to TALKWORKS.
• Covering the reception at Sherborne House.
• Answering incoming calls from patients and professionals.
• Booking, cancelling and amending appointments.
• Liaising with local and wider TALKWORKS teams.

Skills

Excellent interpersonal communication

Confidential data handling

Diary management

Minute taking

MS Office

Customer service

Education

Business Administration Level 3 / T Level in Management and Administration

GCSE English

ICDL or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

We are looking to recruit a Business Support Administrator into the Teignbridge TALKWORKS Team. We are a large and high performing NHS Talking Therapies Service.

We are looking for an enthusiastic team player who is friendly, empathic, with a good sense of humour and a commitment to our local services.The team covers a large geographical area and we strive to maintain a strong and healthy team culture.

We need the post holder to be able to work at Sherborne House 25.5 hours a week, with the possibility of one of the days working from home. Two days a week will be focused on the day to day running of the building with the additional time to be working alongside the Talkworks Admin team.

The post holder will need a good telephone manner, because the role involves responding to clients phoning into the service, and processing referrals, and making calls to clients. The role also requires the accurate entry of confidential and sensitive data into clinical record systems.

The role requires a high degree of organisational skills and excellent working knowledge of administrative systems.

Main duties of the job

• Processing incoming referrals to TALKWORKS
• Covering the reception at Sherborne House
• Answering incoming calls from patients and professionals
• Booking, cancelling and amending appointments
• Liaising with the local and wider TALKWORKS teams
• The running of the building including liaising with estates and the building landlord
• Ensuring Business Continuity Plans etc. are up to date
• Working collaboratively with clinicians
• General office admin tasks
• Acting as First Aider and Fire Warden
• Site induction for new members of staff
• Contributing to team meetings and events

About us

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 responsibilities

Please refer to the job description attached to this advert which will provide further information on this role.

Person Specification

Skills & Abilities

• Excellent interpersonal and communication skills both written and verbal.
• Able to deal confidentially and tactfully with people at all levels.
• Ability to take and convey clear messages.
• 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.
• Understanding and respect of confidentiality in the workplace
• 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. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
• Plan and prioritise own workload, ability to meet deadlines and work under pressure.
• Ability to recognise and manage challenging situations in a calm and professional manner.
• Adaptable in continuous change and able to learn quickly.
• Positive attitude towards mental ill health and disability.
• Advanced keyboard skills.

Experience

• 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.
• Previous experience of working in a Healthcare or Social Care administrative setting.
• Intermediate IT skills in Microsoft Office Packages, i.e. 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.
• Ability to take accurate formal and informal minutes.
• Demonstrate good numeracy and literacy skills.

Qualifications

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.
• Evidence of continuing professional and personal development.
• ICDL (International Computer Driving License), or equivalent experience.

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.

£25,760 to £27,476 a yearpro rata (25.5 hours per week)

Contract

Permanent

Working pattern

Part-time,Flexible working,Compressed hours