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Baywide Team Administrator

3 months ago

Torquay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Join a vibrant and essential team providing comprehensive administrative and co-ordination support, reactive to the needs of a multi-disciplinary Baywide Health and Well-Being Team.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills and good team player.

To support a team of 200+ staff who provide Health and Well-Being support across Torbay covering a population of 134,500 people and around one-in-four of Torbay’s population are aged 65 years and over.

Provide comprehensive administrative support to the Health & Social Care Teams

Using the time keeping software to monitor and submit working time, annual leave, sickness, over-time etc

Maintain Electronic diaries, booking and re-scheduling appointments

Produce documents via copy and audio transcription, composing non routine letters.

**Support and facilitate meetings through**: sourcing suitable venues, recording of notes / minutes and distribution of associated paperwork. Follow up actions to include:
Minutes for Staff Meetings

Minutes for Safeguarding / Best Interest / Risk Management / Hospital Discharge and other ad hoc meetings

Review and update Patient / Client records on a Bespoke database ensuring accurate recording and retrieval of data.

General office duties to include dealing with the post (collections and outgoing), scanning / photocopying / laminating and associated tasks

Undertake Duty Admin/Go To role - first point of contact in the admin office

Nursing Team administrative cover as required to cover sickness and annual leave

Maintain HR filing system both manual and electronic to include: supervision / appraisal paperwork, sickness forms, letters etc

Preparation of electronic paperwork for weekly Multidisciplinary Authorisation Panels

Ordering of stationery for the service

Dealing with IT Issues within the Teams and “trouble shooting” where possible

Support the Business Support Manager in the Health and Safety requirements for the building

Why Work With Us

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

We aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

IMPORTANT INFORMATION

Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band

The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.

Communication and Working Relationships

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and accurate

Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg, reports, presentations, audio recording of minutes and use of the Trust intranet and internet as required

To ensure that all communication is within the boundaries of patient confidentiality and seek guidance when unsure

Facilitate and plan meetings as requested

Excellent interpersonal and communication skills both written and verbal

Able to deal confidentially and tactfully with people at all levels

Willingness to embrace new ways of working / changes.

Patient/Clients and their relatives and other agencies

Professionals and colleagues across the Trust (Managers, Community Staff, Administrators) and disciplines (nursing, social care, therapists) Office based environment with contact via telephone, electronic and paper correspondence

Analytical and Judgemental Skills

**Maintain and monitor staff records eg**: annual leave, sickness and personal contact information

Proactively support cover for other team members in times of absence

Use own judgement involving facts or situations to resolve problems

Ability to work under pressure

Planning and Organisational Skills

Able to plan, organise, prioritise, coordinate and work flexibly

Ability to work without direct supervision on a day to day basis

Support and facilitate meetings

Complete monthly Manpower Spreadsheets for the teams

Provide support and cover for absence within the team to maintain continuity of support - re-assessing workload and priorities as necessary

Responsibility for Patient/Client Care, Treatment and Therapy

Act as principle point of contact for t