About this role
Job summary
Are you ready for a new challenge? Are you currently working in an administrative role and looking for your next career step? The community mental health team have a new position available as a Administrator and we are looking for a highly motivated, driven and diligent individual to work within our service. This would be a great transitional role for someone who is looking to progress further in their career.
The successful candidate will need to be flexible, organised, accurate and efficient across all aspects of an administrative role. The individual will need to be IT literate with the ability to use Microsoft office competently. You will need a positive attitude towards people experiencing mental health problems and have excellent customer care skills.
Within this position, there is a requirement to carry out line management duties for staff within the admin structure who you will work closely with on a day -to -day basis.
The CMHS works with service users who have a range of mental health difficulties. We are a multi-disciplinary team of Consultant Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers and other key professionals.
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Job Share(s) Considered
Main duties of the job
Your role will be to work closely with the administration team & to provide support to the wider service & clinical team manager. Your main duties will include admin support for the clinical team which include, psychology, nursing staff &support workers. You will be required to arrange & re-schedule appointments, maintain accurate & up to date patient files on SystmOne & monitor waiting lists/reports. There will also be a requirement to cover periods of absence for other admin staff if required. This will include covering MDT, Triage & maintaining rotas. As such, we require someone with experience of office administration/secretarial work, proficient in efficient, precise &accurate record keeping and someone with experience of leading or supervising a team.
Working within Livewell Southwest means you will be part of a team who provide specialist services to those who need support to live independent healthy lives.
Does this sound like you? If so, then please make contact with the manager listed within the advert. We would be more then happy to have an informal discussion with you &answer any questions you may have.
Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility
Please note that we may close the job advert early if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity
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
JOB PURPOSE
To deliver an effective and competent level of secretarial and administrative support and consistently deliver a client focused service which promotes good customer service and effective working relationships.
To be responsible for providing daily secretarial and administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties.
Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.
Working proactively to support team. Ability to work on own and proactively as part of a team To provide the day-to-day supervision and line management of junior staff where appropriate.
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.
SCOPE AND RANGE
This post is expected to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.
MAIN DUTIES/RESPONSIBILITIES
Management of service
To arrange 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.
Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.
Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.
Supporting operational staff to access management information; electronic and hard copy.
Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.
Collect, collate and prepare information for service area users with support of line manager.
To provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.
Support the management team to ensure that internal and external communication systems are in place.
Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary.
Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
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.
Ensure that all office support services e.g. post, filing, photocopying, are delivered in a timely manner.
Promote the image of the department, checking that notices and leaflets are up to date & well presented.
Demonstrate own activities to new or less experienced employees.
Financial management
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. Undertake surveys or audits as directed.
COMMUNICATIONS AND RELATIONSHIPS
One of the main aspects of this role is to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.
PHYSICAL DEMANDS OF THE JOB
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.
Person Specification
Qualifications Essential
Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge
Desirable
NVQ 3 in Business Administration or equivalent
Specific Skills Essential
Clear communicator with good writing, typing, data entry and telephone skills ensuring accuracy. 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. Ability to use initiative organising own workload to set deadlines within the scope of role Organised, efficient and accurate Flexible and adaptable willing to learn new skills Able to analyse problems and initiate appropriate solutions effectively Able to apply tact and sensitivity to establish trust and support
Experience Essential
Substantial experience of working in an administrative environment using computerised data systems. Experience of supervising other staff members
Desirable
Experience of working in a health or social care office environment.
Knowledge Essential
Working knowledge of Microsoft Office including Word and Excel Understanding of confidentiality & data protection act Able to build effective working relationships with customers and colleagues/staff Ability to use Business applications and patient record systems
Desirable
Knowledge of SystmOne. Understanding of Data Protection legislation Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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
Damerel Close
Plymouth
Devon
PL1 4JZ
United Kingdom
Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)