Corporate Business Administrator

3 weeks ago

Exeter, United Kingdom Devon Partnership NHS Trust Full time

Job summary

We are looking for a competent administrator to join our small and friendly management team, providing soft facilities services to all locations within the organisation.. Using a professional, flexible, and considered approach, you will organise and develop the role to efficiently support the demands of the service.

Main duties of the job

As an integral part of the Facilities management team, you will help support the management of a range of services over the trust estate, some of which are directly managed, and others undertaken by external will assist in developing assurance procedures, managing the priorities of the team, facilitating internal and external meetings, and taking ownership of the administrative functions within the team.

About us

About Devon Partnership Trust

We provide 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. We strive 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.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These 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.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Job description

Job responsibilities

Thepost holder will be responsible for providing an effective and efficientadministrative function to assigned senior manager/s and their associatedteam/s. There will be an expectation for the post holder to be highlymotivated, flexible and multi-skilled with excellent organisational skills.

Thepost holder will have high standard of skills using Microsoft Office packagesand experience of using bespoke IT systems. The post holder will need to meetdeadlines, collate data and maintain standards relating to administrativeprocesses. They will need to be able to work within a team effectively andshare 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 organisation 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

Experience of prioritising a varied and busy workload their own 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 willinvolve the development and implementation of office procedures and willrequire a high degree of organisational skills and excellent working knowledgeof administrative systems.

Person Specification

Qualifications

Essential

RSA 3 Word Processing or equivalent level of experience in practice. NVQ4 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.

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.

Desirable

Demonstrate good numeracy and literacy skills. Previous experience of working in a public service sector setting.

Skills and Abilities

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. 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 . 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.

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