Administrator in Exeter

Are you an organised, enthusiastic and motivated administrator looking for a rewarding role where you can make a real difference? Join our friendly team within the Complex Emotional Needs Service, where your contribution will directly support the delivery of high quality care to the people who use our services.

Administration is at the heart of everything we do at Devon Partnership NHS Trust. As a valued member of our administrative workforce, you will help ensure our clinical teams can focus on what they do best providing outstanding mental health and wellbeing support.

What We're Looking For

• Highly organised with excellent attention to detail
• A confident communicator across different channels (phone, email, in person)
• Able to manage sensitive information with care and professionalism
• Flexible, motivated and ready to work as part of a supportive multidisciplinary team
• Comfortable using IT systems and learning new processes

Why join us?

By joining Devon Partnership NHS Trust, you will become part of a welcoming, dedicated service that truly values its administrative staff. You will be surrounded by supportive colleagues, make a meaningful difference every day, and gain experience within a specialist area of mental health care.

Main duties of the job

In this varied and meaningful role, you will be responsible for providing comprehensive administrative support to our clinical team, including:

• Acting as a key point of contact by handling telephone calls and email enquiries
• Providing friendly and professional Reception cover at the Iris Centre
• Regularly inputting complex and sensitive information into our electronic patient record systems
• Supporting colleagues to ensure smooth, efficient service delivery every day

About Us

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 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 & 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 responsibilities

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 provide comprehensive administrative support to the assigned team. 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. 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.

Person Specification

Knowledge

• Intermediate IT skills in Microsoft Office Packages, i.e. 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.
• Electronic database management.
• Ability to manage diverse workload whilst dealing with frequent interruptions.
• Ability to meet deadlines and to work under pressure.
• Exceptional organisational skills and ability to prioritise.
• Ability to work both independently and as part of a team.
• Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking.
• Knowledge of our business and how it supports patient care.

Experience

• 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.
• Desirable: Previous experience of working in a Healthcare or Social Care administrative setting.
• Ability to take accurate formal and informal minutes.
• Demonstrate good numeracy and literacy skills.

Communication and Working Relationship Skills

• 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.
• Experience in dealing with people in distress in a calm and confident manner.
• Ability to recognise when other communication aids may be needed.
• Willingness to embrace new ways of working/changes.
• Understanding and respect of confidentiality in the workplace.

Qualifications

• 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.

Analytical and Judgemental Skills

• Ability to work under pressure.
• 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.
• Able to deal with difficult situations.
• Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.

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.