About this role
Job summary
Job summary
Part time 22.5 hrs per week
An exciting opportunity has arisen to recruit an enthusiastic, highly motivated and resourceful Administrator to join the Community Respiratory team. The service runs Mon-Fri 09:00-17:00.
We are seeking a competent, organised, and compassionate Administrator to provide high-quality administrative support to the team. You will act as the first point of contact for service users, carers and professionals, providing a welcoming, calm and professional response to enquiries, ensuring smooth day to day operations through efficient coordination, accurate recordkeeping, and professional communication.
Main duties of the job
Main duties of the job
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, co-ordinating referrals into the service. Working proactively to support team.
Your tasks will include answering the telephone, handling a shared mailbox, updating patient records, inputting information onto relevant specialist systems including E-Referrals and SystmOne, completing accurate record keeping and filing and being a point of contact for our clinical team.
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 to be able to work under your own initiative within the team
The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
PLEASE SEE FULL JOB SPEC FOR FULL DETAILS
"PLEASE NOTE THAT THIS ROLE IS NOT ELIGIBLE FOR SPONSORSHIP UNDER THE SKILLED WORKER ROUTE"
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
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
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
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 teams
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, 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.
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
Person Specification
Experience Essential
Experience of working in an administrative environment using computerised data systems. Experience of team working. Ability to use Business applications and patient record systems.
Desirable
Knowledge of patient administration system Understanding of Data Protection legislation
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
Additional 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 Able to travel around the Livewell footprint as required
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
PL14JZ
United Kingdom
Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)