Job Description:
Our vision - An inclusive society where the importance of mental health and wellbeing is
universally understood and valued.
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 be responsible for providing effective and efficient clerical and administrative
support to an assigned Consultant, associated medical staff and the multi-disciplinary team
where appropriate.
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 abilities using
Microsoft Office packages and experience of using bespoke IT systems.
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.
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.
Main duties of the job
Key Responsibilities include:
- Transcribe comprehensive dictation from audio recordings (Lexacom) into letters, reports, minutes or directly onto patient records
- Comprehensive diary management and ensuring Consultant/associated team members
are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from audio recordings into letters, reports, minutes
or directly onto patient records
- Provide administrative function for the Consultant, which will include being point
of contact, production of detailed clincial letters and reports for the Consultant and associated team
- Collate and distributing reports/papers for meetings chaired by the Consultant/associated
team and ensuring the agenda is sent out to report authors and attendees in advance
- Meeting administration: taking and distributing formal minutes; recording clear actions
and following these up to check completion; maintaining attendance records
- Supporting the Consultant and team by ensuring that records are up to date on all patient systems and that items are dealt with quickly and efficiently on
appropriate finance systems
Profile:
- Excellent planning and organisation skills
- Excellent attention to detail
- Takes pride in their work and consistently strives to produce work of the highest standard
- Experience of prioritising a varied and busy workload their own and that of the
Consultant they support and using initiative
- Experience of working under pressure with the ability to work to and achieve deadlines.
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
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.
Communication and
Working Relationship Skills
-
To use a variety of software packages including
Microsoft Suite, transcription services 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 postholder 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.
-
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 (including the composition of adhoc routine letters) eg letters,
memos, report, audio recording of minutes and use of Trust 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.
-
Exchange verbal and written information with
patients, staff and carers relating to appointments, admissions and meetings.
-
Deal with enquiries from external stakeholders
and the public.
-
Be an integral link and point of contact between
and for the Consultant and the wider team.
Analytical and
Judgemental Skills
-
Judgement involving facts or situations, some
requiring analysis.
-
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, eg annual leave, training and personal contact information and
proactively support cover arrangements in times of absence.
-
To receive and open mail (paper and electronic
as necessary) and distribute/despatch accordingly ensuring appropriate action
is taken with high priority material.
-
To manage both telephone and face to face
contacts with distressed service users in a supportive manner.
-
Exercise judgement when dealing with patient
inquires, analyse and resolve non-clinical patient problems.
-
Resolve conflicting diary appointments or
schedules.
-
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.
-
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.
Planning and
Organisational Skills
-
Arrange meetings, hospitality, venues,
distributing agendas/notes and managing multiple diaries.
-
Maintain room booking schedules.
-
Contribute to the smooth running of
administrative systems for the Consultant including management of generic email
accounts and electronic and paper filing systems as well as other forms of
correspondence.
-
Using appropriate electronic systems, ie room
booking system to adjust appointment/meeting times as required.
-
Arrange meetings and appointments for members of
the team.
-
Plans own workload to ensure that weekly,
monthly, quarterly and annual tasks are met.
-
Adjust clinic times as required.
Responsibility for
Patient/Client Care, Treatment and Therapy
-
Act as a principle point of contact for
individuals from within/outside the Trust, people who use our services and
members of the public where appropriate.
-
Assist patients during incidental contact, to
provide non-clinical advice or information to patients/relatives or carers.
-
Type patients reports/correspondence, deals
with telephone/face to face enquiries from patients.
-
Input accurate and up to date patient data onto
the electronic records system.
-
Communicate information relating to
appointments.
Responsibility for
Policy and Service Development Implementation
-
May be asked to contribute to audit and research
projects within the service to inform service development and standards.
-
This will include the utilising the most up to
date templates as required by the Corporate Development Service.
-
Engage in local review of administration
services.
-
Adhere to all Trust and departmental policies
and procedures relating to their role.
-
Maintain and continue to improve knowledge and
understanding of the Trust/Service including systems, policy and current
issues, particularly to own area of work.
-
Comply with local administrative procedures.
Responsibility for
Finance, Equipment and Other Resources
-
May be required to order and maintain stationery
and stores stocks using the procurement systems; 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, e.g. Supervision, Training, HR Advice and Management
-
The postholder 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
-
Use of Internet, Intranet, patient records,
electronic file storage systems to access and extract information as needed.
-
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.
Person Specification
Knowledge
Essential
- Evidence of continuing professional and personal development
- 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
- Advanced Keyboard skills
Qualifications
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
Desirable
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
Experience
Essential
- Proven medical secretarial experience in the NHS Inpatient Environment
- Proven information governance knowledge and experience
- Proven experience prioritising a varied and busy workload, your own and that of the consultant you support, and using initiative often under pressure and to deadlines.
- Experience of working as part of a team
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems
- Experience of Audio transcription
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.
Contact information:
Business Administration Coordinator
Bethany Hawkings
bethany.hawkings@nhs.net
07790980983
