Business Support Administrator

2 weeks ago

Tiverton, United Kingdom Devon Partnership NHS Trust Full time

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 (including the composition of adhoc routine letters) e.g. 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. 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.

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 mínimal 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

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