Business Support Administrator

Job description

Job responsibilities

To provide a comprehensive administration support to the Specialist Community Health Team for Learning Disabilities. 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 word processing skills and computer literacy. They will be required to maintain an up-to-date knowledge of Information Technology. 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.

Where the post holder is employed within a community team, they will coordinate the outpatient waiting lists and clinics and support the processes and systems for these teams.

Duties and Responsibilities

Communication and Working Relationship Skills

• Provide and receive routine information requiring tact or persuasive skills, where there may be barriers to understanding.
• Communicates with service users concerning their appointments and treatment, 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.

Analytical and Judgemental Skills

• To manage both telephone and face to face contacts with distressed service users in a supportive manner.
• Judgement involving facts or situations, some requiring analysis. Resolves problems relating to patient records; locates missing case notes; make judgements on how to respond to patient enquiries.
• Compare a range of options to support an effective team administration service.

Planning and Organisational Skills

• Arrange meetings and appointments for members of the multi-disciplinary team.
• Support the arrangement of meetings for external agencies as required.
• Maintain room booking schedules.
• Maintain team/individual diaries.
• Prioritise workload with particular consideration to issues arising.
• 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

• Types patients reports/correspondence.
• Deals with telephone/face to face enquiries from patients.

Responsibility for Policy and Service Development Implementation

• Adhere to all Trust and departmental policies and procedures relating to their 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 procurement system.
• May be required to order and maintain stationery and stores stocks; may be responsible for petty cash float.

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

• Supporting the induction of new staff members as required.

Responsibility for Information Resources and Administrative Duties

• Maintain accurate referral records on behalf of the team.
• Utilise information technology.
• Produce confidential correspondence and reports.
• Maintain efficient and effective electronic filing system/s.
• Take, transcribe 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.

Responsibility for Research and Development

• Undertake surveys or audits as necessary to own work.

Freedom to Act

• Work is managed rather than supervised.
• Accountable for own actions manager is available for reference.
• Manages own workload.

Any Other Specific Tasks Required

• Provide cover for colleagues when and where necessary.
• Work pattern will be predictable.

Review of this Job Description

This job description is intended as an outline indicator of general areas of activity and will be amended in the light of changing service needs. This job description is to be reviewed in conjunction with the post holder on an annual basis.

General Information

Equality & Diversity

Devon Partnership NHS Trust is committed to recruiting and supporting a diverse workforce and so we welcome applications from all sections of the community regardless of age, disability, sex, race, religion or sexual orientation, maternity/pregnancy, marriage/civil partnership or transgender status. The Trust expects all staff to behave in a way which recognises and respects this diversity in line with the appropriate standards.

Recovery

It is a requirement of all employees to have an understanding of the broad principles of the Recovery Approach and to incorporate them into every aspect of their work in support of the Trusts aim to provide services that support peoples recovery through being holistic and promoting social inclusion, self management, personal autonomy and independence.

Risk Management / Health and Safety

Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act 1974, ensure that agreed safety procedures are carried out and maintain a safe environment for employees, patients and visitors.

Records Management

The post holder has responsibility for the timely and accurate creation, maintenance and storage of records in accordance with Trust policy, including email documents and with regard to the Data Protection Act, The Freedom of Information Act and any other relevant statutory requirements.

Clinical Governance, Compliance and Performance

The post holder will be responsible for proving that the Care Quality Commission outcome areas have been met in all registered/related activities for which the post holder is responsible. Where outcomes are not met the post holder is expected to put in place/recommend action to improve. The post holder will proactively seek and engage the support of the governance teams in the Compliance and Corporate Development directorate to gather information as required. The post holder will build an understanding of and adhere to the CQC guidelines as well as the Trusts guidelines on the approach to maintaining CQC registration.

Prevention and Control of healthcare Associated Infection

The post holder is expected to comply with Trust Infection Control Policies and conduct themselves at all times in such a manner as to minimise the risk of healthcare associated infection.

Smoking

The Trust operates a non smoking policy. Employees are not permitted to smoke anywhere within the premises of the Trust or when outside on official business. Staff must also be mindful of public perception and must therefore not smoke whilst travelling in Trust identified vehicles or when can be identified as Devon Partnership Mental Health Trust staff.

Policies & Procedures

Trust employees are expected to follow Trust policies, procedures and guidance as well as professional standards and guidelines. It is your responsibility to read and familiarise yourself with all policies relevant to your job role. These are grouped into two sections, HR and Clinical and can be found on the Trust intranet site or via your line manager. You will also be required to comply with any training needs that arise from reviews or variations of policies and procedures.

Safeguarding

Safeguarding is part of everyday practice and all Trust employees are required to work in accordance with policies, procedures and professional codes to safeguard people who use our service, their children, families and carers from abuse. Staff must be aware of any children that live with, or have contact with, the person in their care, promoting the Childs welfare and ensuring their needs have been taken into account as part of the overall assessment and practice process, engaging other agencies as appropriate. All staff should have the knowledge and skills to work in such a way as to reduce the likelihood of abuse, be alert to, and take appropriate action in relation to, safeguarding issues. Where staff are unsure what appropriate action to take, they should always escalate their concerns and speak to a senior member staff.

Person Specification

Qualifications

Essential

• RSA 3/ECDL or equivalent standard
• Speedwriting or similar
• NVQ3 in administration or equivalent level of knowledge and experience

Experience

Essential

• Experience of general office routine and filing systems
• Referral processes

Desirable

• Experience of working as part of a team
• Previous NHS administration experience

Skills & Abilities

Essential

• Good communication skills, verbal and written
• Ability to take and convey clear messages
• Ability to work under some pressure
• Ability to work without direct supervision.
• Plan and prioritise own workload
• Advanced typing skills

Knowledge

Essential

• Administrative procedures
• Current working knowledge of Word, MS Teams, Excel and Outlook

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

South Hams District Council

Plymouth Road

Totnes

Devon

TQ9 5NE

Employer's website

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

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