About this role
Job summary
12 Month Fixed Term or 12 Month Secondment
37.5 hours per week
We are looking for an enthusiastic and organised administrator with good communication and interpersonal skills to join our administrative team within Specialist Nursing Services.
Our service supports the delivery of care across the Continence Service, Lower Limb Service, DN Treatment Clinic, Community Tissue Viability Service and Lymphoedema Service.
We are seeking a flexible individual who meets the essential criteria outlined in the job description and can provide high-quality administrative support to the team. The successful candidate will work closely with colleagues across the services to support the smooth day-to-day running of administrative processes.
You will need to be well organised, able to manage your workload effectively, and capable of working in a busy environment with competing priorities. A positive approach, attention to detail, and a willingness to work as part of a team are essential.
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.
Main duties of the job
You will provide a high-quality administrative support service within the Specialist Nursing Service, helping to ensure the smooth day-to-day running of the team and supporting the delivery of a patient-focused service.
You will undertake a variety of administrative duties, including reception and telephone responsibilities, maintaining accurate records, data entry, booking appointments, processing correspondence, and supporting meetings through minute taking where required. You will work closely with colleagues to help ensure business priorities are met and administrative processes are completed efficiently and accurately.
You will be a first point of contact for patients, carers, healthcare professionals and partner organisations, responding to enquiries in a professional, courteous and confidential manner. You will work proactively as part of a wider team, providing flexible administrative support and contributing to excellent customer service and effective working relationships.
You will need to be organised, reliable and able to manage a varied workload whilst maintaining a high standard of accuracy and attention to detail.
Please see the job description in the attachments for a complete breakdown of duties.
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Job Share(s) Considered
Please note that this role is not eligible for sponsorship under the Skilled Worker route.
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
Dimensions and Context of Role
To deliver an effective and competent level of administrative support and
consistently deliver a client focussed service which promotes good customer service
and effective working relationships.
To be responsible for providing daily administrative support in the allocated service
area ensuring business priorities are met for example: maintaining records, minute
taking, data inputting and reception duties.
Working proactively to support team.
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.
Key Tasks and Responsibilities of the Post
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.
Ensure that all complaints, compliments, concerns, comments and suggestions are
appropriately recorded, and where possible resolved within level of role or escalated
appropriately.
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.
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.
Collect data to enable managers to monitor budgets and performance in relation to
business support function with support of line manager.
Collect and prepare information for service area users with support of line manager. 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, fax, filing, photo copying, are delivered in a timely manner. Demonstrate own activities to new or less experienced employees. 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 research and development as directed.
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.
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.
The flexible nature of the job may require post holder to move within the team or within
the wider organisational setting as required and undertake similar duties.
Key Behaviour Competencies:
Working together
Be straightforward in our dealings with each other and build relationships
Listen to others and explain the decisions we have made
Recognise and remove barriers to action
Create an open and positive learning culture
Learn from mistakes & ask others for support where necessary
Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.
Ability to reflect on ones behaviour and change them.
Uphold the values and be proud to be part of the organisation
Ensure appearance is professional & name badge visible
Act With Integrity
Be honest and do what you say you will do
Take responsibility and be accountable for your actions
Guard and build the organisations reputation
Take into account the human and social impact of our work
Treat everyone in a friendly, courteous manner; smile & make eye contact
Building Success Together
Be compassionate and accepting of others.
Be straightforward in our dealings with each other and build relationships
Listen to others and explain the decisions we have made
Agree on our goals and see them through
Treat each other with dignity and respect
Learn from each others experiences
Understand and recognise each others contributions of being of equal value
Be prepared to challenge the status quo
Contribute to the organisations success
Stretch the boundaries of personal performance
Look for better ways of working to achieve improvements
Caring for patients
Aim to meet the needs of our patients and partners in care
Use initiative to enhance care in innovative and imaginative ways
Respect individual cultural differences; challenge bias & prejudice
Provide a high quality and safe service for patients
Maintain privacy and ensure confidential information is kept safe
Question poor practice, process & behaviour
Health and Safety at Work and Infection Control:
The post holder is required to take reasonable care for his/her own health and safety
and that of other persons who may be affected by his/her acts of omissions. The post
holder is also required to ensure that all staff under his/her control adheres to relevant
statutory regulations, Livewell Southwest policies, department safety procedures,
COSHH.
The post holder is required to conform to Livewell Southwest policies on Health and
Safety, Fire procedures and Confidentiality and to attend any training sessions as
required. A copy of the Health and Safety Policy is available from the Healthnet or from
the Risk Management Department.
The post holder is required to conform to Livewell Southwest policies on HIV/and AIDS. The job description may change as the post develops, but such change will not take place without consultation between the post holder and his/her manager. Livewell Southwest has adopted a NO SMOKING policy for staff which applies to all posts. Details of the policy are available on request and will be included in the statement of main Terms and Conditions of service of staff appoint. Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal of emphasis on the responsibility of all staff to ensure their own personal and others compliance with Infection Control (including Hand Washing) Policies. Risk Management: In accordance with the Risk Management Policy, employees will participate, whenever required, with the risk management process. They will support line managers by attending mandatory and statutory training, completing incident/accident forms for every adverse event or near miss that occurs, report all defects and complaints, and communicate any dangerous situation to individuals potentially at risk. Safeguarding Children and Adults All employees have a duty to safeguard and promote the welfare of children and adults and are required to act in such a way that at all times safeguards their health and wellbeing. Familiarisation with and adherence to national and local safeguarding adults and children policies is an essential requirement upon all employees. Livewell Southwest has specific safeguarding policies and in addition, employees also have a responsibility to practice and work within the multi-agency policy developed by the Safeguarding Adults Board and the Safeguarding Children Board. Staff are also required to participate in related mandatory/statutory training. Infection Control: Livewell Southwest is determined to eradicate healthcare acquired infection and puts a great deal of emphasis on the responsibility of all staff to ensure their own personal and others compliance with Infection Control (including Hand Washing) Policies. All staff must comply with infection control policies and guidance, attend relevant updates and report issues of concern to their immediate line manager (if no action or explanation received, then it is the individuals responsibility to escalate their concerns Sustainability and climate change: All staff are expected to take responsibility for the reduction of carbon emissions within their area of the organisation. In particular this may relate to reducing energy consumption, making low carbon travel choices, consideration of goods and services being purchased, and waste reduction.
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
Computer/Word processing qualifications to NVQ II or equivalent. ECDL.
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.
Desirable
Knowledge of patient administration system. Understanding of Data Protection legislation.
Skills and Abilities 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.
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 Beauchamp Centre
200 Mount Gould Road
Mount Gould
Plymouth
Devon
PL4 7PY
United Kingdom
Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)