Social Care Business Administrator

Go back Torbay and South Devon NHS Foundation Trust

Social Care Business Administrator

The closing date is 19 March 2026

Our Social Care Business Administrator will provide high-quality administrative support to the day-to-day operations of the Adult Mental Health Social Care Team and to its management and senior leadership team.

Main duties of the job

You will be expected to provide efficient administrative support to underpin Adult Social Care processes within Torbay and South Devon NHS Foundation Trust. This can include but is not limited to:

• Managing HR matters such as annual leave, sickness absence, and attendance sheets.
• General administrative tasks for the team leads, social workers and community care workers such as typing and sending letters, printing and ordering equipment.
• Minute-taking for team meetings and for important statutory meetings such as safeguarding or best interests meetings.
• Creation of an on-going duty rota for the team and creation and maintenance of shared electronic folders.
• Supporting the referral co ordinator at times and vice versa.

The administration support to the management and the senior leadership team will include arranging multi agency meetings, screening calls and emails, assisting with the preparation of reports or presentations to deadline, and creating meeting agendas and minutes.

You will be required to liaise with social workers and other clinicians, private and third sector providers as well as service users and carers, when necessary, to communicate and gather information.

You will be expected to prioritise and manage your own workload under the line management of the Social Work Lead. The post holder will receive professional supervision from the Referral Co ordinator who is a Band 4.

About us

You will be working within the Under 65 Mental Health Social Care team.

The U65MH Social Care team aims to ensure robust assessment, support and review of clients with severe and enduring mental health problems who requires social care input.

The team work to maximise the independence of all clients through providing personalised and proportionate assessment of their social care needs.

Working closely with the local CMHTs and community voluntary sector the team aim to provide a strength based approach to all their work.

The team is committed to high quality provision and delivery of social care statutory interventions.

This post is professionally supervised by the Referral Coordinator within the team, who will provide support, appraisal and monthly supervision.

The post holder is ultimately accountable to, and line managed by one of the two social work leads within the team.

The team is committed to high quality provision and delivery of social care statutory interventions.

Job responsibilities Communication and working relationships

Handle sensitive information e.g. handle and communicate sensitive and sometimes upsetting information relating to service users in accordance with Trust confidentiality and other information governance policies.

Ability to communicate verbally or in writing with a variety of people, including other professionals, clinicians, providers, service users and families.

Communicate updates and information effectively to the teams.

Analytical and judgement

Ability to identify urgency of calls for action accordingly and direct calls to the most appropriate member of the team. Phones will be mainly covered by the referral coordinator however there will be occasions where the business admin will need to pick this role up.

Planning and organisation

Good time management for own work and ability to prioritise work, with support and guidance from Social Work Lead.

Ability to work flexibly and under pressure, being open to change in an ever evolving environment.

Patient and client care

You will not have any responsibility for the direct provision of care or treatment to service users. However, the post holder will have some contact with service users/clients/carers when arranging meetings/appointments.

Ensure the Social Care database and current client electronic recording system is routinely updated with the latest relevant information on service users.

Policy and service development

Maintain robust and integrated office management and administrative systems for the Social Care Team in accordance with Trust policy.

Assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care Team.

Alert the Social Work Lead of any discrepancies, risks or issues as they arise.

Follow policies in own role. May be required to comment/implement policies and proposed changes to practices, procedures for own area of work, e.g.: may comment on procedures/implements administrative policies in own area to include office management and administrative systems for the Social Care Team.

Finance, equipment and other resources

Maintaining and ordering of stationery and office equipment for the social care team and AMHP team.

Information technology and administrative duties

Provide accurate and timely administrative support to the Social Care Team, as above.

Ensure tasks are completed effectively and within given timescales.

Maintain and update the social care databases accurately and in a timely fashion.

Research and development

Undertake audits as necessary to own work, e.g.: assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care funding office and make suggestions for appropriate changes to ensure the efficient management of the office.

Responsibility for supervision,leadershipand management

The post holder will not have responsibility in this area.

Freedom to act

Provide excellent administrative support to the Social Care Team, as requested by the Social Work Lead and team members, including the following tasks:

• Support and facilitate meetings through sourcing suitable venues, recording of notes / minutes and distribution of associated paperwork. Follow up actions as necessary. This will include
• Minutes for Staff Meetings
• Minutes for Safeguarding / Best Interest /Risk management / Multi professional meetings and other ad hoc meetings.
• Review and update Patient / Client records on database ensuring accurate recording and retrieval of data.
• Undertake general office duties to include dealing with the post (collections and outgoing), scanning / photocopying and associated tasks.
• Dealing with IT Issues within the Teams, set up IT systems for all staff to access and trouble shooting where possible.
• Liaise with the Trust Human Resources and Payroll department and process annual leave and sickness leave for all team members.
• Completion of annual leave forms and distribute to allocated team members ensuring correct leave is recorded.
• Provide administrative support to the Mental Health social care Panel, preparation of electronic records for Panel.
• Provide administrative support to the senior leadership team.
• Develop excellent Knowledge of Policy and Procedures Torbay and South Devon NHS Foundation Trust for staffing, HR and Payroll.

Person Specification Qualifications and training

• IT Skills - European Computer Driving Licence or equivalent.
• RSA 3, NVQ 3 or equivalent qualification or experience.
• GCSE level of education or equivalent experience in Mathematics and English.

Knowledge and experience

• Excellent working knowledge of application of IT software packages, in particular Access, Excel, Word and Outlook.
• Range of work procedures and work practices required, e.g.: knowledge of contract and financial systems operating within Council/NHS.
• Knowledge of contract and financial systems operating within Local Authorities/NHS.

Specific Skills

• Experience of working to competing deadlines with a variety of stakeholders.
• Experience of working in a busy environment.
• Plan and organise complex activities or programmes requiring formulation adjustment, e.g.: co ordinate activities which include multi disciplinary meetings social care meetings and appointments, panel meetings requiring specific attention to detail.
• Ability to prioritise diary arrangements and re arrange at last minute.
• Skilled communicator with excellent verbal and written communication skills.
• Minute/note taking skills with accurate keyboard skills and computer literacy.
• Experience of working within the NHS.

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 name

Torbay and South Devon NHS Foundation Trust