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 postholder 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 for Band 3 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)
Excellent time management skills
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.
QUALIFICATIONS & TRAINING
RSA 3 Word Processing or equivalent level of experience in practice- Essential
ECDL (European Computer Driving Licence)-Desirable
Shorthand or Speedwriting- Desirable
NVQ3 in administration or equivalent level administrative knowledge and experience - Essential
GCSE English or equivalent- Essential
Evidence of continuing professional and personal development- Essential
KNOWLEDGE
Intermediate IT skills in Microsoft Office Packages, ie 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
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