Business Administrator

at  Devon Partnership NHS Trust

Job Purpose The purpose of this role is to provide administration support to the TALKWORKS Central Management Team, proving administration for service wide clinical activities, and supporting the service leadership with administrative functions. Working in partnership with the Management Team and Clinical Leads to ensure the optimum deployment of resources to enable the delivery of contracted activity as required To provide line management to Band 3 administrators, if required, as well as managing the flow of work to the team and develop process and systems that support these functions including ability to meet deadlines, collate data and maintain standards relating to the administrative processes. To ensure that the turnaround times for clinical correspondence, results management response times to patient inquiries are delivered, taking corrective action to remedy where performance is compromised. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills, proven management experience and attention to detail.
The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems. Possibility for this postholder to work across one or more sites. Key Responsibilities include: Line management of administrators that provide the administration support for multi-disciplinary teams if required Develop and maintaining processes and systems that provide clinical colleagues with effective and efficient methods to enable them to utilise their time more operationally Chair regular administration meetings Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records Build and maintain strong relationships with clinical managers and teams Responsible for ensuring all records are up to date on appropriate staffing and patient systems and that items are dealt with quickly and efficiently on finance systems To maintain communication links with all staff, using a variety of techniques to develop team morale and motivation through effective personal leadership Profile: Excellent planning and organisation skills Excellent written and verbal communication skills Excellent attention to detail Enthusiastic and confident to challenge 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 line management skills to manage team that enables the support and confidence of clinical colleagues Experience of prioritising a varied and busy workload their own and that of the team they support Experience of working under pressure with the ability to work to and achieve deadlines Strong commitment to ensure standardisation of practices across the organisation 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 Suit and bespoke packages relating to Trust informatics and patient records.
Communicate important/confidential/sensitive information to assigned manager/associated team. Line manage team members which may include communicating sensitive or contentious information. Comprehensive inbox management and filing, including emails which have been actioned or are pending. To be an integral link between members of the multi-disciplinary team and the administration team.
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.
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. Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence. To manage both telephone and face to face contacts with distressed service users in a supportive manner.
Consider line management issues and decide on a course of action to be taken. 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. 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.
Develop effective and efficient administrative systems including management of 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 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. Maybe required to oversee petty cash receipts. 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 Day to Day line management: Recruitment and selection as necessary. To complete all Personal Appraisals and Reviews on an annual basis, setting clear objectives and realistic and measureable outcomes. Work allocation. 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. Type confidential correspondence and reports. Maintain an efficient and effective filing system. Take and distribute formal minutes as necessary.
Developing/maintaining multiple electronic filing systems. Maintain accurate information about the Directorate such as organograms (Structure charts) and contacts lists. 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

Please refer the Job description for details