Job summary
37.5 hours per week
An exciting opportunity has arisen to come and join the Tavistock Community Therapy Team as an Administrator.
We are based at Abbey Rise in the centre of the historic and beautiful town of Tavistock and our offices are alongside the river, providing a relaxing and scenic environment for those lunch time breaks. There are also a number of tasty food outlets for those days when you just want to treat yourself and order lunch in. At Abbey Rise, we generally have a Friday food delivery and take time out together; this provides a good opportunity to check in with each other and ensure everyone is ready for putting their work aside and enjoying the weekend.
Tavistock is centrally located for applicants from Launceston, Okehampton and Plymouth, being a 20 - 30 minute drive from each location. There is a reliable bus service from Plymouth to the local bus station which is a 5 minute walk from Abbey Rise offices. There are also opportunities for car sharing from Plymouth and other areas to help with travel costs.
Abbey Rise is also home to our Devon Adult Social Care colleagues, and Livewell's Healthy Ageing team, along with our District Nursing Managers and this has created a collaborative environment where you will work closely with administrators from all of the teams. It is a very supportive and friendly environment to work in.
This post would be to work with our Therapy team where you will be responsible for the day to day admin support functions for the team.
Main duties of the job
We recognise that Administrators are the backbone of any team and the role encompasses all areas of work.
You will be responsible for answering the phones and sometimes dealing with upset callers, liaising with therapists and providing support to them with SystmOne, e-Roster and ESR functions.
You are expected to have a good working knowledge of Excel, word, Office 365 and Share point, Microsoft Teams and be adept to learning other systems. We are currently working with a provider to develop a digital option for our service and you will be expected to support with this system as well
You must be friendly, personable, compassionate and have a proven record of excellent communication skills and working as part of a team
Hours would be expected to be office based due to the varied nature of the work we do; however, we do offer flexible / hybrid working as well. Please contact the Manager Anna McVeigh on 07971 605704 for a discussion prior to applying or to arrange a visit.
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 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
Job Share(s) Considered
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
7. 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.
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.
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.
Management of service
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.
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.
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 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.
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.
Staff management & development
Provide the
day to day supervision and line management of junior staff where appropriate,
including performance management, absence management and appraisal. (Not required for this post at present)
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.
Please see attached Job description and person specification for full details of the role.
Job description
Job responsibilities
7. 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.
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.
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.
Management of service
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.
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.
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 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.
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.
Staff management & development
Provide the
day to day supervision and line management of junior staff where appropriate,
including performance management, absence management and appraisal. (Not required for this post at present)
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.
Please see attached Job description and person specification for full details of the role.
Person Specification
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
Desirable
- NVQ 3 in Business Administration or equivalent
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.
Skills & Abilities
Essential
- Good communication skills, 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
Person Specification
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
Desirable
- NVQ 3 in Business Administration or equivalent
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.
Skills & Abilities
Essential
- Good communication skills, 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
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.
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).
Additional information
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.
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).
