About this role
Job summary
We are looking for an experienced administrator to join our team of administrators and medical secretaries supporting the Riviera Mental Health Team in Torbay.
If you are looking for a challenging and interesting role based in a friendly office overlooking the sea, this could be the job for you.
You will provide administrative support to a busy multidisciplinary team, helping colleagues deliver a responsive and well-organised service. Your varied duties will include supporting referral and appointment processes, maintaining accurate electronic records, handling telephone and email enquiries, preparing correspondence and helping organise meetings, agendas and minutes.
Working closely with clinical colleagues and fellow administrators, you will help ensure information reaches the right people promptly and confidentially.
You will use Microsoft Office applications and clinical systems such as SystmOne to support the teams day-to-day work.
We are looking for someone with strong organisational and communication skills, attention to detail and the ability to prioritise competing demands. A professional, approachable manner and a commitment to confidentiality are important.
PLEASE NOTE - DUE TO INTERNAL PROMOTIONS WE HAVE 2 VACANCIES IN OUR TEAMS, ONE BASED IN NEWTON ABBOT AND THIS ONE IN PAIGNTON AND WE CAN DISCUSS YOUR PREFERENCE FOR HOURS AND BASE AT INTERVIEW.
Main duties of the job
You will provide day-to-day administrative support to the Riviera Mental Health Team, working closely with clinicians, administrators and medical secretaries to help keep the service organised and responsive. Your duties will include answering telephone calls from service users, carers and professionals, making outgoing calls, taking accurate messages and directing enquiries to the appropriate colleague.
You will monitor shared mailboxes, deal with routine correspondence and ensure urgent messages are passed on promptly. You will support the administration of referrals, appointments and clinics, including booking and amending appointments, preparing correspondence and maintaining accurate, confidential electronic records.
You will also organise meetings, prepare and circulate meeting papers, take minutes and record agreed actions. The role includes supporting medical secretarial work and providing reception cover at the Clinic when required.
Working collaboratively with colleagues, you will prioritise a varied workload and help provide cover during absence or busy periods, maintaining a consistent administrative service.
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
Please see attached person specification and job description for full details of the role and the duties required.
Person Specification
Experience
Essential
- This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English. Good numeracy and literacy skills. Good interpersonal and communication skills both written and verbal including the ability to deal professionally and tactfully with people at all levels. Intermediate IT skills in Microsoft Office Packages, for example Word, Excel, PowerPoint and Outlook. Effective organisational skills and the ability to prioritise workload in a demanding environment. Working knowledge of a range of administrative procedures including diary management, arranging appointments and supporting meetings. Experience of general office routine and filing systems. Experience or understanding of creating electronic records, electronic filing systems. Experience of working as part of a team including understanding and respect of confidentiality in the workplace. Experience of dealing with people in distress in a calm, compassionate and confident manner. Ability to exercise initiative and work without direct supervision on a day to day basis.
Desirable
- Ability to take accurate formal and informal minutes. Experience of dealing with confidential and complex information. Previous experience in a Medical or healthcare secretarial role. Experience of Audio transcription. Previous NHS experience of working in a Healthcare or Social Care administrative setting.
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.
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
Devon Partnership Trust
Health & Wellbeing Clinic - Chadwell
Chadwell Centre, Torquay Road
PAIGNTON
Devon
TQ3 2DW
United Kingdom
Employer's website
https://www.dpt.nhs.uk/ (Opens in a new tab)