Job summary
37.5 hours per week on a fixed term basis until the 11th February 2025 or as a secondment opportunity for the same time frame. An exciting opportunity has been developed
within Livewell Southwest. We are looking to recruit an enthusiastic Service Administrative
Supervisor/ Secretary. Our preferred
candidate will enjoy working in a fast paced progressive environment.
Our preferred candidate
will be the administrator for the NISIT (Neurodiversity Intensive Support Intervention Team) Pathway which
is a team which sits within the CAMHS service. However, the post holder will
be required to support other teams within CAMHS with various duties dependant on
service demand. The applicant must be able to manage a pressured environment
and a requirement to work autonomously.
The successful candidate will demonstrate excellent
customer care skills, communication and organisational skills and good time
management with ability to work well under pressure and to tight deadlines.
NVQ3 or equivalent qualifications or substantial previous experience are
essential for this role.
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 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"
Main duties of the job
To deliver an
effective and competent level of secretarial and administrative support and
consistently deliver a client focussed 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.
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
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, photo copying, are
delivered in a timely manner.
Promote
the image of the department, checking that notices and leaflets are up to date
& well presented.
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.
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, schools, general practices, service users and all other appropriate
bodies.
Job description
Job responsibilities
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, photo copying, are
delivered in a timely manner.
Promote
the image of the department, checking that notices and leaflets are up to date
& well presented.
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.
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, schools, general practices, service users and all other appropriate
bodies.
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
- Knowledge of SystmOne.
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems
Skills & Abilities
Essential
- Good communication skills - 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
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
- Knowledge of SystmOne.
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems
Skills & Abilities
Essential
- Good communication skills - 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
Additional information
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).
