Administrative Support Officer
2 weeks ago
About the Role
The Devon Partnership NHS Trust is seeking an enthusiastic and motivated individual to join our mental health First Response Service as a Call Referral Handler. This exciting role will provide comprehensive administrative support to help underpin all of our clinical activity.
Key Responsibilities
- Answer telephone calls from health care professionals, other specialised services, patients, care givers and others, taking mental health crisis referral information and accurately entering the data within electronic systems.
- Share information with other professional disciplines in line with Data Protection Regulations.
- Generate letters for GPs and other professionals, liaise with professionals via email, telephone etc, and support the administration team.
- Plan and organise work using own initiative, working with multiple Microsoft office packages especially Excel, Word, Outlook etc.
About Us
Devon Partnership NHS Trust provides mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing, striving to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
Our Values
We not only recruit employees based on their qualifications & experience - we recruit individuals who possess and demonstrate the behaviours which underpin the core values of our organisation. These values include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
Person Specification
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
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting.
Knowledge
Essential
- Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Working knowledge of a range of administrative procedures including diary management and arranging appointments.
- Experience or understanding of creating electronic records and electronic filing systems.
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruption.
- 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 provide a high standard of secretarial support for meetings organising, booking venues and minute taking.
- Knowledge of our business and how it supports patient care.
Skills
Essential
- 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 exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality.
- Able to deal with difficult situations.
- Effective organisational skills.
- Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
- Ability to plan ahead and anticipate.
- Ability to prioritise workload in response to changing demands.
- Able to multi-task.
- Advanced typing skills.
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Adaptable in continuous change and able to learn quickly.
- To have a positive attitude towards Mental Health and Disability Rights.
Experience
Essential
- Excellent organisational skills.
- 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.
- Ability to take accurate formal and informal minutes.
- Demonstrate good numeracy and literacy skills.
- Previous experience of working in a Healthcare or Social Care administrative setting.
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