About this role
Job summary
Are you looking to start your career with the NHS?
Do you want to be part of a friendly and dynamic team?
Children & Family Health Devon (CFHD) have a vacancy for a Part time Administrator to join our Single Point of Access (SPA) Team based at Capital Court in EXETER.
You will be part of a team providing a single access point for our young people, families, clinicians and partners across Devon and Torbay.
Main duties include data input, telephone calls, greeting visitors at reception, room bookings, use of electronic systems, producing template letters, processing of incoming correspondence, scanning, photocopying and general administrative tasks.
Main duties of the job
The key skills you will need to be successful in this role include:
Excellent administrative skills; Communication skills to liaise with children, young people, families and a wide range of healthcare and education professionals; Flexibility, calmness and a positive approach; Strong organisational skills and the ability to be flexible in line with service needs; and a thorough understanding of confidentiality issues. We provide specialist services to a wide range of NHS services for children, young people and families in Devon & Torbay - these are interesting and meaningful roles.
Full training will be provided in this friendly team.
Detailed job description and main responsibilities
Participate in service development projects/initiatives as requested by line manager Support new and existing colleagues as directed by line managerPlease refer to your suitability to the post in your supporting information from the role requirements or person specification.
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
Have a key role in providing support across the full range of office and service activities, including the smooth running of the office, reception and front of house duties and administrative support to a range of frontline clinicians & managers.
Communication and Working Relationship Skills
Ensure that high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries Maintain effective working relationships with colleagues within the organisation Maintain the quality of own work and support direct reports and colleagues to do the same
Analytical and Judgemental Skills
The post holder is required to use their personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager Deal effectively with routine situations without further escalation (within the guidelines provided)
Planning and Organisational Skills
Organise own day to day tasks and responsibilities and prioritise appropriately Notify line manager of any identified gaps in service provision (e.g. reception cover)
Organise meetings or other events as requested by line manager
Responsibility for Patient/Client Care, Treatment and Therapy
Provide non-clinical information (within the Organisations guidelines) to service users, colleagues and other professionals
Responsibility for Policy and Service Development Implementation
Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Locality Business Support Manager, put these into effect Report suggestions made by service users and visitors to line manager Participate in service development projects/initiatives as requested by line manager
Responsibility for Finance, Equipment and Other Resources
Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Support Manager) Carry out duties in relation to the administration of petty cash on site (e.g. refunds of travel expenses to service users) in line with the organisations policies and procedures
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Attend statutory and mandatory training as required Maintain a high standard of personal development Participate and contribute to supervision sessions with line manager Attend and contribute to team meetings Support new and existing colleagues as directed by line manager
Responsibility for Information Resources and Administrative Duties
Accurate data input to key IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases Ensure paper and/or electronic systems and kept up to date and accurate Typing for practitioners, including audio typing if required Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies Photocopying and scanning Processing incoming and outgoing mail Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required
Responsibility for Research and Development
Participate in audits relating to service area or own work as directed by line manager Support feedback from service users by complying with the organisations requirements (e.g. Friends & Family Test) Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Locality Business Support Manager
Freedom to Act
Adhere to the organisations policies and procedures Carry out duties within the guidelines provided by line manager Prioritise own workload on a day to day basis Deal with routine matters within the guidelines provided by line manager and escalate non-routine issues to colleagues/managers as appropriate
Any Other Specific Tasks Required
Act in ways which support and promote equality, and value diversity in own work Challenge bias, prejudice and intolerance if appropriate The post holder is required to work flexibly and provide cover for other Business Support colleagues as required to ensure that service priorities and workloads are maintained The post holder is required to undertake any additional duties as delegated by their line manager or Business Support Manager
Person Specification
Knowledge & Skills Essential
Willing to undertake training relevant to the post Effective interpersonal, organisational and communication skills Ability to communicate clearly with a wide variety of colleagues and service users, both verbally and in writing Ability to work as part of a team Responsive attitude to delegation of tasks Reliable and flexible Ability to work within a team Demonstrates a diplomatic caring attitude Ability to work with discretion, sensitivity and maintain confidentiality Punctual, cheerful, reliable and dependable Accurate and efficient IT and keyboard skills
Desirable
Interested/enthusiastic about working within our services
Qualifications Essential
Good general education, for example GCSEs or equivalent.
Desirable
Relevant administrative or IT qualifications to NVQ level 2, or equivalent experience.
Experience Essential
Clerical, administrative or reception experience
Desirable
Significant Clerical, administrative or reception experience. Experience within a customer care, healthcare, education or social care setting.
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 Children& Family Health Devon
1a Capital Court
Bittern Road, Sowton
Exeter
Devon
EX2 7FW
United Kingdom
Employer's website https://www.dpt.nhs.uk/ (Opens in a new tab)