Administrative Assistant - Exeter - ref. w217919

Job overview

To work in either Plymouth or Exeter. Office base Exeter. Hybrid working available – but the expectation is that there will be office attendance.

NHS Devon are seeking to recruit two CHC Administrators across Devon.

The post holder will be part of the Nursing and Quality Directorate for NHS Devon Integrated Care Board (ICB), their aim will be to improve the quality of care and value for money of services commissioned for individuals who are the responsibility of NHS Devon ICB.

• The post holder will play a key role in supporting the Continuing Healthcare (CHC) service across Devon. Working within the remit of the current National Framework for NHS Continuing Healthcare and NHS-funded Nursing Care.
• To deliver an effective and competent level of clerical support and consistently deliver a patient focused service which promotes good customer service and effective working relationships for NHS Devon.
• Act as point of contact for the department, dealing with routine and specialist enquiries, communicating relevant information to stakeholders, referring to others as appropriate.
• The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

Main duties of the job

Work within a dynamic team, delivering an effective service as part of the NHS Continuing Healthcare team. The post holder must have basic knowledge and experience of working within the health sector or Social Care sector.

Providing administrative support for team meetings; diary management, arranging meetings, producing agendas, and taking minutes at meetings, including formal meetings. Minutes and agendas for formal meetings may be circulated outside of NHS Devon and a high degree of accuracy is required.

Working with and accurately updating patient databases requiring good keyboard skills and very high levels of data inputting accuracy.

Managing generic inboxes ensuring appropriate follow up and liaison with team members.

Dealing with routine and complicated enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.

Answer telephone calls, respond to questions, taking messages and pass on accurately to the relevant departments/person.

Promote the image of the directorate, checking that letters, notices and leaflets are up to date and well presented.

Photocopying and word processing documents, letters, emails, and reports of varying complexity when required. Post holder must have good keyboard skills and be able to use Microsoft Office programmes (i.e. Word, Excel, Outlook, PowerPoint, and Teams, etc.).

Working for our organisation

NHS Devon Integrated Care System

It aims to transform health and care services so they are clinically, socially and financially sustainable.

Our vision is simple: equal chances for everyone in Devon to lead long, happy and healthy lives. To achieve this, we have set out six ambitions for the next five years that will help us transform services including: Effective and efficient care, embedding the Integrated Care Model, the Devon deal (a citizen-led approach to health and care), Children and young people, Digital Devon and ensuring Equality.

About NHS Devon

As part of the Devon ICS, NHS Devon Integrated Care Board is responsible for the majority of county's NHS budget, and develops a plan to improve peoples health, deliver high-quality care and better value for money. The organisation is led by a diverse board, with an aim to improve peoples lives in Devon wherever they live, to reduce health inequalities and make sure we can deliver these services for the long term.

For more information, visit our website www.onedevon.org.uk

Detailed job description and main responsibilities

Please see the attached Job description and person specification for full details of the role and responsibilities

Person specification

Qualifications

• Experience of working in an administrative environment and working with computerised data systems
• Keyboard skills with a high degree of accuracy for minute taking and data input.
• Working knowledge of Microsoft Office including Word and Excel, Teams, Powerpoint, OneNote, and Outlook.
• Knowledge or experience of minute taking or note taking skills or willing to learn.
• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience

Experience

• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users

• Knowledge of NHS continuing healthcare legislation, the National Framework and associated guidelines

Skills

• Administrative or relevant experience including initiating and maintaining office systems, including a working Knowledge of Microsoft Office including Word and Excel
• Problem solving skills
• Time management skills with the ability to prioritise
• Advanced keyboard skills with a high degree of accuracy for minute taking and data input

Communications

• Ability to work effectively as part of a team.
• An ability to maintain confidentiality and trust in a professional, calm, and efficient manner.
• Positive and flexible approach to work.
• Ability to remain calm when dealing with people who have an emotional and/or financial interest in CHC decisions, demonstrating tact, diplomacy, and empathy

Other

• Ability and access to transport to enable travel throughout the Devon footprint. Although generally the postholder will be aligned to a specific locality and work as part of a team
• Ability to use a keyboard for lengthy periods, with a high degree of accuracy.