Business Administrator

Job Purpose Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care. The post holder will be responsible for providing effective and efficient clerical and administrative support to an assigned senior manager and associated teams within healthcare. 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 of skills using Microsoft Office packages and experience of using bespoke IT systems.
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. Key Responsibilities include: Comprehensive diary management and ensuring manager/associated team members are briefed and ready for meetings and appointments. Collate and distribute reports/papers for meetings chaired by the manager/associated team and ensuring the agenda is sent out to report authors and attendees in advance Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records Event coordination and planning as required Supporting the manager and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on finance systems.
**Profile**: Excellent planning and organisational skills Excellent written and verbal communication skills Excellent attention to detail Enthusiastic and confident to challenge Professional telephone manner Collegiate approach and diligent Takes pride in their work and consistently strives to produce work of the highest standard Seeks to deliver the best possible outcome rather than just the task at hand Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload) Excellent time management skills to manage their own time and that of the Manager they support and using initiative Experience of working under pressure with the ability to work to and achieve deadlines The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems. Duties and Responsibilities Communication and Working Relationship Skills To use a variety of software packages including Microsoft Suite and bespoke packages relating to Trust informatics and patient records to produce correspondence and maintain presentations, records, spreadsheets and databases. Communicating important/confidential/sensitive information to assigned manager/associated team. Supporting the manager/associated team to produce reports/papers required for meetings, ensuring they meet appropriate standards content and layout, liaising with report authors where required.
Analytical and Judgemental Skills To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority material. Arranging business travel to find the most cost-effective and efficient solution and providing detailed itineraries for trips Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to line manager. Maintain and monitor service/department staff records, eg annual leave, training and personal contact information and proactively support cover arrangements in times of absence.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team 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. Planning and Organisational Skills Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to assigned manager/associated team 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. Prioritise own tasks, exercising a degree of independence, initiative and judgement. Prepare formal agendas and take formal minutes as required. Organising meetings and conference calls internally and externally Responsibility for Patient/Client Care, Treatment and Therapy Act as a principle point of contact for users of the service, eg Individuals from within/outside the Trust, peo