Business Support Administrator

Devon Partnership Trust; Highweek; Remote; GBP 21,000 - 25,000; Part time

Job summary

Devon Partnership NHS Trust is seeking a Band 3 Business Support Administrator for the Torbay Perinatal Community Team, based at Estuary House. The role focuses on providing comprehensive administrative support with strong IT skills in Microsoft Office and bespoke systems.

The position is part-time, 22.5 hours per week, Monday to Wednesday, with a focus on accurate data handling, diary management and teamwork within the perinatal service to support patient care.

Qualifications

• Experience in administration within healthcare or social care is preferred.
• Ability to prioritise workload and manage competing deadlines.
• Proven ability to maintain confidentiality and handle complex information.

Responsibilities

• Work within an administration team supporting clinicians who provide community mental health services.
• Comprehensive diary management.
• Meetings administration; taking and distributing formal minutes; recording actions and tracking completion.
• Frequently inputting complex and sensitive data relating to people who use our services onto electronic patient records system.
• Support the manager and team by ensuring records are up to date on all staffing and patient systems.

Skills

Excellent organisational skills

Diary management

Microsoft Office proficiency

Team collaboration

Ability to work under pressure

Education

Business Administration Level 3 / T Level in Management & Administration

GCSE English or equivalent

ICDL (or equivalent)

Tools

Microsoft Office Suite

Electronic patient records system

Microsoft Teams

Job description

We are seeking a Band 3 Business Support Administrator for our Torbay Perinatal Community Team; this is an excitingopportunity to join our team of administrators & perinatal mental healthprofessionals based at Estuary House.

Administrationservices underpin all of our clinical activity at Devon Partnership NHS Trust,which means our dedicated and enthusiastic administration workforce is vital tothe delivery of first class care.

The postholder will provide comprehensive administrative support to the team.There will be an expectation for the post holder to be highly motivated,flexible and multi-skilled with excellent organisational skills. The postholder will have high standard of skills using Microsoft Office packages andexperience of using bespoke IT systems.

The hours are 22.5 per week to be worked 9am - 5pm Monday, Tuesday and Wednesday.

Main duties of the job

The postholder will need to meet deadlines, collate data and maintain standardsrelating to administrative processes. They will need to be able to work withina team effectively and share work streams across the Perinatal Service whereappropriate. The role will involve the coordination and implementation ofoffice procedures and will require a high degree of organisational skills andexcellent working knowledge of administrative systems.

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

Key Responsibilities include:

Work within an administration team supportingclinicians who provide community mental health services

Comprehensive diary management

Meetings administration; taking and distributing formal minutes;recording clear actions and following these up to check completion; maintainingattendance records

Frequently inputting complex and sensitive datarelating to people who use our services onto electronic patient records system

Support the manager and team by ensuring that recordsare up to date on all staffing and patient systems as required and that itemsare dealt with quickly and efficiently on finance systems.

Person Specification

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.

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
• Ability to take accurate formal and informal minutes
• Demonstrate good numeracy and literacy skills
• Previous experience of working in a Healthcare or Social Care administrative setting

Knowledge and Skills

• Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook and Microsoft Teams.
• 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 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.
• Able to deal with difficult situations
• Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
• Advanced keyboard skills
• Ability to recognise and manage challenging situations in a calm and professional manner.
• Adaptable in continuous change and able to learn quickly.

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.