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    Administrator - Exeter, United Kingdom - Devon Partnership NHS Trust

    Devon Partnership NHS Trust
    Devon Partnership NHS Trust Exeter, United Kingdom

    1 week ago

    Default job background
    Permanent
    Description

    Job summary

    We are looking for an experienced administratorto join our Clozapine Clinic and Depot Clinic Team at Wonford House, Exeter. The post is for 15 hours per week supporting a small multidisciplinary team.

    There will be an expectation that the person has exceptional organisation skills and is flexible and has a high standard of Microsoft packages.

    Main duties of the job

    The main duties of the post will be taking responsibility for scheduling both the Clozapine Clinics and Depot Clinics. Sending out letters and text message reminders and answering the telephone to queries.

    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.

    Job description

    Job responsibilities

    Communication and Working Relationship Skills

  • To use a variety of software packages including Microsoft Suit and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain records, spreadsheets and databases.
  • To exchange factual information with people who use our services using persuasion tact, reassurance empathy and acknowledging barriers to understanding.
  • To document information in accordance with record keeping standards.
  • The post holder will often be the first point of contact and the focal point of services; therefore clear communication skills are required.
  • To ensure that any information relating to safety of people who use our services and others is communicated immediately to senior team members.
  • Frequently communicates with people using services concerning their appointments and treatment; and DWP if appropriate to role. Deals with enquiries from relatives and the public.
  • Communication with staff on work procedures and external agencies on behalf of the service.
  • Working within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and contemporary.
  • Produce clear and accurate written correspondence.
  • Intranet and Internet as required.
  • To provide effective communication with people who use our services, relatives and carers, visitors, staff and others.
  • To ensure that all communication is within the boundaries of patient confidentiality and to seek guidance when unsure.
  • To manage both telephone and face to face contacts with distressed people who use our services in a supportive manner.

    • Analytical and Judgemental Skills

  • Judgement involving facts or situations, some requiring analysis. Resolves problems relating to patient records; locates missing case notes; cash discrepancies: make judgements on how to respond to patient enquiries.
  • Keep appropriate statistical records/information as and when required by the team/service for audit purpose. Provide statistical returns when required which may involve entering statistical data onto data bases.
  • Maintain and monitor service/department staff records, annual leave, training and personal contact information and proactively support cover arrangements in times of absence.

    • Planning and Organisational Skills

  • Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to line manager 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.
  • Maintain room booking schedules.
  • Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.
  • 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.
  • Using appropriate electronic systems, ie room booking system to adjust clinic/appointment/meeting times as required.

    • Responsibility for Patient/Client Care, Treatment and Therapy

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

    • Responsibility for Policy and Service Development Implementation

  • Maintain and continue to improve knowledge and understanding of the Trust/Service including systems, policy and current issues, particularly to own area of work.
  • Adhere to all Trust and departmental policies and procedures relating to role.
  • Comply with local administrative procedures.
  • Participate in local review of administration services.

    • Responsibility for Finance, Equipment and Other Resources

  • The post holder will order stationery and other necessary items for the team via the electronic procurement system.
  • Handles patients cash and valuables; may be required to order and maintain stationery and stores stocks; may be responsible for petty cash float.
  • 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, 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.

    • Responsibility for Information Resources and Administrative Duties

  • Produce confidential correspondence and reports.
  • Maintain efficient and effective electronic filing system/s.
  • Take and distribute formal minutes as necessary.
  • The post holder will be partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required.

    • Any Other Specific Tasks Required

  • Provide cover for colleagues when and where necessary.
  • 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.
    • Person Specification

    Qualifications

    Essential

  • Essential
  • RSA 3 Word Processing or equivalent level of experience in
  • practice.
  • NVQ3 in administration or equivalent level administrative
  • knowledge and experience
  • GCSE English or equivalent
  • Evidence of continuing professional and personal development

    • Desirable

  • Desirable
  • ECDL (European Computer Driving Licence).

    • Experience

    Essential

  • Intermediate IT skills in Microsoft Office Packages, ie Word,
  • Excel, PowerPoint and Outlook.
  • Working knowledge of a range of administrative procedures
  • 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 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
  • 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 work without direct supervision on a day to day basis.
  • Attention to detail/quality
  • Effective organisational skills. Prioritise own tasks, exercising a
  • degree of independence, initiative and judgement without
  • direct supervision
  • Advanced keyboard skills
  • Positive attitude towards mental ill health and disability

    • Desirable

  • Demonstrate good numeracy and literacy skills
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