Business Administration Coordinator

Job description

Job responsibilities

Job Purpose

This post will lead on administration processes across the TALKWORKS service. The post holder will sit in the TALKWORKS Central Team, and work closely with the Head of Service and other members of the Central Team. There is flexibility in where the post holder can be based, although travel to some meetings across Devon on a monthly basis will be required.

The role will lead on most aspects of service wide administration processes, working across TALKWORKS, and will in particular provide leadership to the cohort of Band 4 Business Administrators working in each TALKWORKS team. This will ensure that high quality administration standards are met, that office functions and systems are effective and provide performance information that is available and accurate. They will Chair, attend and participate in meetings, including taking minutes, compile and prepare agendas and supporting papers.

The post holder will have the ability to communicate effectively with a range of people including Clinical Team Leads, Therapists and people using the service. This will require a good telephone manner and customer service skills.

The post holder will be a strong team player with excellent verbal and written communication skills. They will complete their work in a timely and efficient manner, be able to identify solutions and be willing to learn and progress their skills. They will be flexible and able to support the team when required and are able to multi-task in a demanding environment.

Duties and Responsibilities

Communication and Working Relationship Skills

• Liaise with a wide range of stakeholders
• Provide the Head of Service and other Senior Managers with up to date, relevant performance information in a timely manner. Information must be communicated clearly and considerately at all times both over the telephone and when face to face.
• To attend and participate in meetings using motivational and good negotiation skills and to take minutes of meetings as required.
• To liaise with senior managers, consultants, clinicians and commissioners regarding information requirements, Key Performance Indicators, referrals and other appropriate business information, ensuring it is supplied in an accurate and timely manner and in line with national definitions, policies and procedures.
• The work is high profile and the post holder will therefore need to demonstrate high-level communication skills using developed persuasive, motivational and negotiation skills to provide and receive sensitive and complex information and data in relation to the directorate, which they will need to compile/share with a wide range of stakeholders.
• Build and maintain effective and positive working relationships, internal and external to the organisation, to enable the efficient collection of data and information.
• Interpret and advise on data and office management functions
• Set up and manage effective office management systems to support the service delivery.
• Promote social inclusion regardless of age, ethnicity, gender, sexual orientation or disability Work to the Data Protection policy.

Analytical and Judgmental Skills

• Interpret and apply accurate and timely information to managers and services in a format that is easily understood and relevant to the decision making process. This will involve the receipt of complex and sensitive information to analyse, interpret and present in an appropriate form.
• Identify and correct the cause for data anomalies and validation errors that occur during the process of analysis
• Deal independently with routine business matters in a professional, prompt and effective manner and use own initiative in the absence of members of the directorate management team to ensure that urgent matters are brought to the attention of the appropriate person.
• Exercise significant levels of judgment and decision-making in dealing with complex enquiries and deal with difficult and abusive calls from, for example, complainants/people who use our services and carers. Make independent judgment as to what action needs to be taken.
• Deal appropriately with confidential, commercial, contentious and urgent information, exercising good analytical skills and sound judgment.

Planning and Organisational Skills

• Plan and produce monthly performance reports for the Directorate in a timely fashion.
• Manage and facilitate site visits such as designation/CQC, acting as a liaison between visitors and the site, ensuring all necessary information/evidence is available.
• Organise a range of events including directorate business meetings and conferences, grievance hearings, inquiries.
• Compile and prepare agendas, and supporting papers.
• Plan and prioritise diaries for the directorate team, reprioritising as necessary.
• Timely completion of statutory documents on behalf of the management team.

Responsibility for Patient/Client Care, Treatment and Therapy

• Provide general, non-clinical advice, information and guidance to patients, relatives and carers. To communicate with patients in a courteous, professional and timely manner at all times.
• To receive telephone calls and accept messages on behalf the team and take appropriate action where necessary.
• To liaise with appropriate personnel in the multidisciplinary team to gather and co-ordinate information so that it is accessible in a timely manner.

Responsibility for Policy and Service Development Implementation

• To co-ordinate and lead the service development of reporting systems and methodologies through analysis and interpretation of data to produce management information reports.
• Oversee and provide assurance of data quality via regular reconciliation and audit processes.
• Develop team specific report suites to provide timely information using automated techniques where possible.
• Implement local and Trust policy and procedures.
• Ensure Business Continuity Plans are in place.
• Develop local administrative procedures.
• Lead on review of administration services and changes to administrative policies/procedures.
• Implements policies, proposes changes to policies and impact beyond own area. Responsible for implementing policies, government initiatives; develop policies with impact on clinical staff and other agencies e.g. risk management, health and safety.

Responsibility for Finance, Equipment and Other Resources

• Authorise stationery orders and other necessary items for the team via the relevant procurement system.
• To monitor and maintain use of supplies and ensure this is done efficiently and cost effectively in line with the needs of the service
• Ensure procurement processes are effective and cost saving
• Authorised signatory for time sheets, travel claims etc.
• Budget setting for service: procurement of all supplies for service. Responsible for budget setting for practice: procurement of equipment and supplies.

• To monitor budget spend.
• To liaise with accountants regarding budgets.
• To escalate any concerns to the service manager.
• Manage all expenses administration.
• Manage stationary and ensure orders are completed.
• Manage the delegated transport budgets and monitor expenditure.
• Contract monitoring meetings attendance Health Roster and Transport.
• Oversee and process the services workflow via trust system Agresso

Responsibility for Human Resources, e.g. Supervision, Training, HR Advice andManagement

• Line management of staff including carrying out supervision/PDRs, absence management, core learning and problem solving.
• Provide training/learning initiatives relevant to position.
• Advise/train on Trust information systems including orbit, risk management etc
• To demonstrate effective leadership/ management skills.
• To monitor all sickness absence completing level 1 and level 2 meetings, ensuring all procedures are followed in a timely manner.
• To assist service manager in setting staff rosters.
• Ensure annual leave and TOIL planned and recorded accurately.
• Ensure all supervisions and appraisal meetings are carried out in a timely manner, are recorded appropriately and escalating concerns to the service manager.
• To develop and empower junior staff within the team.

Responsibility for Information Resources and Administrative Duties

• Manage access to relevant information from databases/spread sheets to support performance processes
• Manage the production of balance scorecards, KPIs, performance reports and ad-hoc reports. Prepare and present reports and a range of complex information in a range of formats
• Take, transcribe and distribute formal minutes
• Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
• Provide an effective business support service to include; audio/copy typing correspondence, documents, reports, minutes, presentations, flyers, hand-outs
• Completion of statutory documents on behalf of the management team
• Create, maintain and develop information databases/spread sheets producing queries, reports and macros.
• Prepare and present a range of complex information, in a range of formats (e.g. graphs, charts audio/copy typing correspondence, documents, reports, minutes, presentations, flyers, handouts etc.
• Take, transcribe and distribute formal minutes.
• The post holder will be able to design, develop, maintain, document and test new databases and reporting systems in line with management requirements

Person Specification

Communication & Relationships

Essential

• Excellent interpersonal skills
• Able to communicate with people at all levels
• Effective verbal and written communication skills for conveying complex information
• Maintain high level of confidentiality at all times
• Ability to deal with sensitive and contentious information

Experience

Essential

• Substantial recent (within last 5 years) experience working with senior managers/director level.
• Experience in similar role
• Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
• Experience of information management and knowledge of corporate identity
• Experience working as part of a team
• Experience of managing staff

Desirable

• Experience of working in the NHS
• Understanding of Mental Health issues and health service terminology.

Qualifications

Essential

• Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
• Appropriate Qualification which supports IT skills e.g. ECDL

Analytical and Judgement

Essential

• Ability to prioritise own work and conflicting demands
• Ability to problem solve
• Ability to work accurately and with attention to detail
• Ability to interpret information
• Ability to analyse complex data to produce succinct information appropriate to its audience
• Ability to work without daily supervision and be accountable for own actions.

Planning & Organisation

Essential

• Able to plan own workload
• Organised and methodical
• Self-motivated and proactive
• Ability to manage complex tasks with tight deadlines.

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.

Employer details

Employer name

Devon Partnership NHS Trust

Address

Compass House

52 Magdalen Road

Exeter

EX2 4TL

Employer's website

https://www.dpt.nhs.uk/ (Opens in a new tab)

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