Team Administrator

Job description

Job summary

This is an opportunity to join one of our friendly TALKWORKSteams, with two opportunities available: one with the East DevonTALKWORKS team, based in Exeter, and the other with the Mid Devon TALKWORKSteam, based at Tiverton Hospital.

Both roles offer hybrid working, includingthe option to work from home on some days if required.

The post holder will need a good telephone manner, as the role involves responding to clients phoning into the service, and processing referrals, and making calls to clients. The role also therefore requires the accurate entry of confidential and sensitive data into clinical record systems.

The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.

Interviews for these posts are scheduled to take place on Tuesday 20th October at Elizabeth House in Exeter.

If you are applying for the Tiverton based post and travelling to Exeter for the interview would be problematic please contact the recruiting manager to discuss alternative options.

Main duties of the job

Duties and Responsibilities

Key Responsibilities include:

• Work within the friendly Exeter and East or Mid Devon administration team supporting clinicians who provide psychological therapy
• Comprehensive diary management
• Meetings administration; taking and distributing formal minutes; recording clear actions.
• Frequently inputting complex and sensitive data relating to people who use our services onto electronic patient records system
• Support 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.

About us

About Devon Partnership Trust

The 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. 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.

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trust's 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 and applications are encouraged and welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time and flexible working applications will be considered & supported, where possible. We are a Disability Confident Leader.

TALKWORKS is a Devon wide service providing a range of talking therapies for adults with anxiety and depression.

The Mid Devon team is based around providing services for the towns of Tiverton, Cullompton, Crediton and Okehampton.

Job description

Job responsibilities

The Job description can be viewed in the attached document.

This also covers the person specification.

Job description
Job responsibilities

The Job description can be viewed in the attached document.

This also covers the person specification.

Person Specification

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
• Previous experience of a healthcare or social care administrative setting.

Desirable

• Ability to take accurate formal and informal minutes
• Demonstrate good numeracy and literacy skills

Skills and abilities

Essential

• Excellent interpersonal and communication skills both written and verbal
• Experience in dealing with people in distress in a calm and confident manner
• Ability to recognise when other communication aids may be needed
• Understanding and respect of confidentiality in the workplace
• Ability to work under pressure
• Able to plan, organise, prioritise, coordinate and work flexibly.
• Ability to work without direct supervision on a day to day basis.
• Positive attitude towards mental ill health and disability
• 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, electronic filing systems
• Knowledge of our business and how it supports patient care

Qualifications

Essential

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.
• Evidence of continuing professional and personal development.

Desirable

• ICDL (International Computer Driving License), or equivalent experience.

Team preference

Essential

• Please highlight whether you want to be considered for the Exeter based post or the Tiverton based post or both

Person Specification
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
• Previous experience of a healthcare or social care administrative setting.

Desirable

• Ability to take accurate formal and informal minutes
• Demonstrate good numeracy and literacy skills

Skills and abilities

Essential

• Excellent interpersonal and communication skills both written and verbal
• Experience in dealing with people in distress in a calm and confident manner
• Ability to recognise when other communication aids may be needed
• Understanding and respect of confidentiality in the workplace
• Ability to work under pressure
• Able to plan, organise, prioritise, coordinate and work flexibly.
• Ability to work without direct supervision on a day to day basis.
• Positive attitude towards mental ill health and disability
• 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, electronic filing systems
• Knowledge of our business and how it supports patient care

Qualifications

Essential

• Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
• GCSE English or equivalent.
• Evidence of continuing professional and personal development.

Desirable

• ICDL (International Computer Driving License), or equivalent experience.

Team preference

Essential

• Please highlight whether you want to be considered for the Exeter based post or the Tiverton based post or both

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Devon Partnership NHS Trust
Address

TALKWORKS East Devon

Elizabeth House

Emperor Way

Exeter

Devon

EX1 3QS

United Kingdom

Employer's website