Business Administration Coordinator

5 months ago

Exeter, United Kingdom Devon Partnership NHS Trust Full time

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.

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

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