An exciting opportunity has arisen for a Business Administration Co-ordinator within the Trusts Portfolio, Programme and Project Management Office (PMO) which is based on the Langdon Hospital site in Dawlish. We are seeking an enthusiastic and experienced senior administrator with excellent IT, communication, organisational and supervisory skills. The post holder will need to be able to communicate to all levels of staff and external stakeholders / suppliers; remain calm under pressure and be able to work in a fast paced environment.
As a Business Administration Co-ordinator you will be central to supporting the team with delivering new and exciting programmes/projects. Your can-do attitude and inquisitiveness will be called upon to support scheduling and organising project meetings, boards and workshops as well as taking corresponding minutes and hastening resulting actions. You will need to assert your presence in the team to ensure programme and project managers are consistently using agreed templates and documentation as well as make sure the team are adhering to agreed process and procedures. You will support the maintenance of the PMOs quality management system to ensure certification to the ISO9001:2015 standard is retained as well support adherence to the principles of the functions of a PMO.
Please note that this role is office based Mon Fri, with the opportunity for occasional homeworking.Main duties of the job
Act as office supervisor ensuring smooth running of the office, ensuring all enquiries (telephone, in person and email) are dealt with in a professional manner.
Support organising meetings, minute taking, and following up on actions.
Ensure PMO records are being kept up to date and that agreed templates and documentation are being used consistently.
Support the team to ensure they are adhering to agreed process and procedures.
Deal independently with routine business matters in a professional, prompt and effective manner; use own initiative in the absence of the senior management team to ensure that urgent matters are brought to the attention of the appropriate person.
Develop and maintain strong working relationships with key operational, clinical and corporate Trust departments.
To liaise with senior managers, clinicians and commissioners regarding information requirements, and other appropriate business information, ensuring it is supplied in an accurate and timely manner.
Interpret and apply accurate and timely information to managers in a format that is easily understood and relevant to the decision making process. This will involve the receipt of complex and sensitive information to analyse, interpret and present in an appropriate form.
Draft documentation on behalf of the senior management team, effectively, efficiently and in a timely manner, using initiative, discretion and sensitivity, and upholding confidentiality where necessary.About usAbout 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 doOur 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 Employer.Job descriptionJob responsibilitiesJob responsibilities
Please refer to the full Job Description and Person specification attached to this advert which will provide further information on this role.Person SpecificationQualificationsEssential
- Business/professional qualification to degree level or equivalent knowledge and experience. E.g. Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
- Appropriate Qualification which supports IT skills e.g. ECDL
- Experience of information management and knowledge of corporate identity
- Experience working as part of a team
- Experience of managing staff
- Experience of working in the NHS
- Understanding of Mental Health issues and health service terminology.
- Advanced keyboard skills
- Mobility to travel across sites
Communication and Working Relationship SkillsEssential
- Substantial recent (within last 5 years) experience working with senior managers/director level.
- Experience in similar role
- Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
Analytical and Judgemental SkillsEssential
- Excellent interpersonal skills
- Able to communicate with people at all levels
- Effective verbal and written communication skills for conveying complex information
- Maintain high level of confidentiality at all times.
- Ability to deal with sensitive and contentious information
Planning and Organisational SkillsEssential
- Ability to prioritise own work and conflicting demands
- Ability to problem solve
- Ability to work accurately and with attention to detail
- Ability to interpret information
- Ability to analyse complex data to produce succinct information appropriate to its audience
- Ability to work without daily supervision and be accountable for own actions.
- Able to plan own workload
- Organised and methodical
- Self-motivated and proactive
- Ability to manage complex tasks with tight deadlines.
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