Team Administrator

Devon Partnership Trust; West of England; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

Devon Partnership NHS Trust is seeking a meticulous and motivated Team Administrator to join the Bristol Dementia Wellbeing Service on a part-time basis (30–37.5 hours per week). You will perform a range of admin duties, support clinicians, and help maintain confidential records for people living with dementia and their carers.

The role offers a varied workload, opportunities for training, and a supportive environment dedicated to equality and inclusivity within a forward-thinking NHS service.

Qualifications

• Previous administrative experience, especially in call handling and using emails, word processing, and spreadsheets.
• Strong communication skills, with the ability to be friendly and empathetic when interacting with people.
• Excellent organisational skills, able to manage your time and work independently.
• A dedication to providing high-quality support to a multidisciplinary team.
• Ability to work under pressure and meet deadlines while maintaining attention to detail.

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 clear actions and following these up to check completion; maintaining attendance records
• 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 that records are up to date on all staffing and patient systems as required and that items are dealt with quickly and efficiently on finance systems.

Skills

Administrative experience

Call handling

Microsoft Office

Diary management

Education

Business Administration Level 3 / T Level

Tools

Microsoft Word

Microsoft Excel

Electronic patient records system

Job description

Are you an organised, self-motivated individual with experience in administration?

We are looking for a skilled Team Administrator (between 30 hours per week to 37.5 hours per week) to join our award-winning Bristol Dementia Wellbeing Service. This service is a partnership between Alzheimers Society and Devon Partnership NHS Trust, supporting people living with dementia and their carers.

You will be joining a dynamic team that provides vital services to people living with dementia and their families. Were looking for someone who enjoys a varied role, is able to work independently, and can handle multiple tasks with a high level of attention to detail. This is a fantastic opportunity to be part of a service that truly makes a difference.

Why Apply?

• Join a supportive team making a real impact on peoples lives.
• Ongoing training and development opportunities.
• A chance to work in an organisation committed to equality and inclusivity.

Interested? If this sounds like the right role for you, we strongly encourage you to get in touch with Magda Widel at 0117 904 5150 to learn more about the position.

We look forward to hearing from you

Main duties of the job

Main Duties:

• Answering phone calls and responding to emails.
• Ordering and maintaining office supplies and stationery.
• Welcoming visitors to the site.
• Taking meeting minutes and supporting the team where needed.
• Managing diaries and assisting the medical and psychology team with audio typing using digital dictation equipment.
• Handling queries calmly and efficiently.
• Maintaining confidentiality and sensitivity in all tasks.

What We Are Looking For:

• Previous administrative experience, especially in call handling and using emails, word processing, and spreadsheets.
• Strong communication skills, with the ability to be friendly and empathetic when interacting with people.
• Excellent organisational skills, able to manage your time and work independently.
• A dedication to providing high-quality support to a multidisciplinary team.
• Ability to work under pressure and meet deadlines while maintaining attention to detail.

Following the recent home office updates, If you require a certificate of sponsorship to work in the UK you are advised to review the "Coming to work in the UK Visa Information" link in the supporting links section to ensure this role (Check salary thresholds) and your current circumstances meet the requirements for sponsorship.

If you would like to discuss the certificate of sponsorship and whether your current circumstances meet the requirement for sponsorship you can email for further advice - [e-mail]

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

Job responsibilities

Overseas candidates wishing to apply who would require sponsorship can determine the likelihood of obtaining a CoS for the post by assessing their circumstances against criteria specified on the gov.uk website.

Visas and immigration - GOV.UK (https://www.gov.uk/browse/visas-immigration)

Please review the full Job Description on the attached supporting documentation.

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 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.

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. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.

Duties and Responsibilities

Key Responsibilities include:

• Work within an administration team supporting clinicians 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; maintaining attendance records
• 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 that records are up to date on all staffing and patient systems as required and that items are dealt with quickly and efficiently on finance systems.

Profile:

• Excellent planning and organisation skills
• Excellent written and verbal communication skills
• Excellent attention to detail
• 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)
• Experience of prioritising a varied and busy workload
• 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 practices.

Knowledge & Skills

• PowerPoint and Outlook.
• Exceptional organisational skills and ability to prioritise.
• Knowledge of our business and how it supports patient care.
• Experience or understanding of creating electronic records, electronic filing systems.

Other

• Positive attitude towards mental ill health and disability.
• Adaptable in continuous change and able to learn quickly.

Qualifications

• Business Administration Level 3 / T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.

Experience

• Previous experience of working within an administrative or secretarial team
• Ability to take accurate formal and informal minutes

Communication and Working Relationship Skills

• Excellent interpersonal and communication skills both written and verbal
• Able to deal confidentially and tactfully with people at all levels
• Experience in dealing with people in distress in a calm and confident manner

Knowledge of our Service

• Please answer in your own words, drawing on your own knowledge, experience, and understanding. We are interested in your genuine response rather than AI-generated content. Tell us what you know about our service and explain how you believe the Administration role contributes to supporting people living with dementia and their families/carers. Maximum 250 words.

Knowledge and skills

• Please answer in your own words, drawing on your own knowledge, experience, and understanding. In an Administration role, there are times when you need to work independently and make decisions within your level of responsibility. Describe how you use your initiative to support colleagues, patients, and the smooth running of a service. Maximum 250 words.

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.