Administrator

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, e.g. 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, e.g. 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, e.g. 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

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Devon Partnership NHS Trust

Address

Wonford House

Dryden Road

Exeter

Devon

EX2 5AF

Employer's website

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