About this role
Job summary
This is a full time post of 37.5 hours per week.
Are you looking for a rewarding career in health and social care administration, with customer service, teamwork, support and development at the heart of the role?
We are looking to recruit a highly motivated and enthusiastic individual to join the Community Mental Health Service (CMHS) based at the Cumberland Centre, Devonport.
The CMHS works with service users who have a range of mental health difficulties. We are a multi-disciplinary team of Consultants Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers and other key professionals supported by a strong administrative team.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7-day service.
Please note that this role is not eligible for sponsorship under the Skilled Worker route.
Main duties of the job
Your role will be to provide administrative support to the team, cover the reception area and telephones, and provide a professional and friendly first impression to clients, patients and staff visiting the mental health team at the Cumberland Centre. Your tasks will include answering the telephone, greeting patients and informing clinicians of their arrival, updating patient records, typing assessments and inputting information onto relevant specialist systems including E-Referrals and SystmOne.
The post requires you to have excellent communication and organisational skills, good time management and the ability to prioritise own work load.
You will need a positive attitude towards people experiencing mental health problems, and have excellent customer care skills. You will need to be able to work under your own initiative within the team
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job description Job responsibilities
MAIN DUTIES/RESPONSIBILITIES
1.1 Responsibility for People Management
Demonstrate own activities to new or less experienced employees.
Undertake research and development as directed.
1.2 Responsibility for financial and/or physical resources
Ensure that all office support services e.g. post, fax, filing, photocopying, are delivered in a timely manner.
To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager
To support the line manager with banking and remittance service (including petty cash).
Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
1.3 Responsibility for administration
Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.
Promote the image of the department, checking that notices and leaflets are up to date & well presented.
Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required
Ensure that all complaints, compliments, concerns,
comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.
To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.
To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information; electronic and hard copy.
1.4 Responsibility for people who use our services
To arrange, monitor and process all referrals into the team as necessary.
Collect and prepare information for service area users with support of line manager
1.5 Responsibility for implementation of policy and/or service developments
Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.
Be proactive and contribute ideas for improvement in the way the service is delivered.
Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.
1.6 Other Responsibilities
Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
2. COMMUNICATIONS AND RELATIONSHIPS
Maintain and develop effective internal/external working relationships and contribute to a whole system approach.
Communicate with key internal and external stakeholders e.g. managers, employees, team members.
Attend and contribute to staff meetings
3. PHYSICAL DEMANDS OF THE JOB
Physical Effort
Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.
May have to occasionally move presentation equipment and office supplies or clinic consumables.
Mental Effort
Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.
The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.
Emotional Effort
There may be some exposure to service users who may exhibit difficult & challenging behaviours.
Physical Skills
Working Conditions
Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.
Please see attached full Job Description and Person Specification
Person Specification
Qualifications Essential
Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience. Good general education to GCSE level or equivalent. Intermediate word processing, MS Office word and excel.
Desirable
ECDL
Specific Skills Essential
Ability to communicate verbally and in writing to a good level (face to face and over the telephone) Ability to prioritise own workload Ability to work effectively as part of a team. Able to use own initiative and to know limitations of own role and knowledge Organised, efficient and accurate Flexible and adaptable willing to learn new skills
Experience Essential
Experience of working in an administrative environment using computerised data systems. Experience of team working
Desirable
Experience of working in a health or social care office environment
Knowledge Essential
Working knowledge of Microsoft Office including Word and Excel Good understanding of confidentiality Ability to use Business applications and patient record systems
Desirable
Knowledge of patient administration system Understanding of Data Protection legislation
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Livewell Southwest
Address Cumberland Centre
Plymouth
Devon
PL1 4JZ
United Kingdom
Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)