Job summary
37.5 hours per week.
To ensure the delivery of an effective and competent level
of administrative support and consistently deliver a patient focussed service
which promotes good customer service and effective working relationships.
To be responsible for managing daily administrative support
in the dental service ensuring business priorities are met for example:
maintaining records, assisting with audits and policies, minute taking, data
inputting, social media and website management.
Typing of confidential reports/letters/minutes, which may be
supplied via hard copy/recording and/or dictation, as requested to meet service
needs.
To develop ways in which key work streams are developed and
manage projects within the service area.
As Management Team Administrator, you will be expected to
use your own initiative to manage changing service needs. You will engage with
other managers to ensure that the administrative support is provided to meet
operational needs.
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.
Main duties of the job
To ensure an effective contact service for the
public/clients that is efficient and professional, which will include managing
staff resources to ensure effective cover
Promote the image of the organisation and services by
ensuring that all information and communication is up to date and suitably
presented including the dental website and social media
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,including call handling where appropriate
Manage appointments, meetings & events on behalf of the
team, make bookings where necessary & ensuring all equipment and
documentation is available.
To produce agendas and minutes for high level &
confidential meetings and distributing as necessary.
Analyse data to enable managers to monitor budgets &
performance in relation to business support function.
Collate information, prepare reports and presentations
pertaining to the service area at the request of the management team
Able to work on own initiative, prioritising work within
defined policies and procedures to set timescales
Manage specific projects as requested by the management team
and provide updates on progress as well as social media and our dental website
Organise data collection to support research &
development, along with assisting with audits for the service
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 ensure an effective contact service for the public & clinic clients that is efficient and professional, which will include managing staff resources to ensure effective cover.
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented including the dental website and social media
Take responsibility for ensuring that internal and external communication systems are fit for purpose.
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.
Manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.
Analyse data to enable managers to monitor budgets and performance in relation to business support function.
Collate information, prepare reports and presentations pertaining to the service area at the request of the management team.
Produce information for service area users with support of service managers.
Ensure that the corporate support function complies with all Livewell and PCDS policies and procedures including Data Protection, GDPR, confidentiality, Health and Safety, security and safeguarding.
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.
Manage specific projects as requested by the management team and provide updates on progress as well as social media and our dental website.
Assist with the Health and Safety within the service area, reporting faults and ensuring that work is undertaken.
Ensure that fire safety policies are adhered to within the service area.
Organise data collection to support research and development, along with assisting with audits for the service
5.1 Responsibility for People Management
Provide the day-to-day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
Lead on recruitment and selection of administrative staff and support other managers with recruitment processes.
Develop workforce by providing induction, in-post training and updates for relevant staff.
5.2 Responsibility for financial and/or physical resources
- Assists with compiling reports for the management team on the monitoring of patient charges.
- Prepare and collate financial information for the management team as required.
5.3 Responsibility for administration
Good planning and organisational ability, able to prioritise workload, work on own initiative and seek the support of others when required.
Undertake secretarial duties as appropriate for Management team & Dental Specialists
Ensuring that databases are maintained and kept up to date for recording statistical information.
Work with the management team during on-going projects.
Responsible for undertaking minutes at Management Meetings, Dental Board and Clinical Governance
Responsible for any project work as directed by the management team including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets using advanced IT software for statistics, reports and presentations. Contribute to the development of effective information systems, in conjunction with the management team.
Ability to work on own initiative, accurately to tight deadlines, and to prioritise between conflicting demands.
Planning and arranging meetings/appointments/conferences in order of priority, commissioning travel, refreshments and visual equipment as required. Preparation and maintenance of papers for meetings in easily accessible brought forward system.
Updating of staff electronic personnel files
5.4 Responsibility for people who use our services
- Customer friendly approach with a good telephone manner. Able to demonstrate a high standard of interpersonal skills to resolve customer enquiries.
- Ensure visitors to the office are dealt with in a welcoming efficient manner. Queries dealt with efficiently and confidentially. Dealing with the public answering queries or researching queries. Ability to deal with demanding callers with tact and diplomacy
Postholder will be required to cover phone line / reception duties to support staff absence
Responsible that all patient information available from reception is up to date and relevant; working in conjunction where appropriate with Clinical Lead / Specialists where information is clinical based.
5.5 Responsibility for implementation of policy and/or service developments
- Responsible for the production of databases and general office systems, ensuring that administration systems are continuously evaluated and updated for continuous improvement, organising and maintaining systems for the storage and retrieval of information, and files.
The post holder will propose changes and implement administration policies and working practices for own area.
5.6 Other Responsibilities
Must have excellent computer skills. Be fully competent in the use of Office Applications such as Word, Excel. Fully familiar with the Microsoft Outlook / email.
Support the Management team to ensure that internal and external communication systems for the PCDS are cascaded and feedback is delivered in a prompt efficient manner.
Assist with overseeing the dental service social media presence and maintaining information is relevant and up to date.
Progress chase actions where necessary. Process, circulate and respond as appropriate to collate data and statistical information.
Work with the dental team in the maintenance and development of the department dental software system
Manipulate data to produce statistical report of departmental activities for Management team
6. COMMUNICATIONS AND RELATIONSHIPS
Key working relationships:
All clinical staff
Service management.
Service users & carers.
Dental Board Directors
Support services within Livewell Southwest e.g. Estates, Hotel Services, HR, Payroll, E-roster.
Other appropriate agencies as needed e.g. regional ICBs, NHS Commissioning Hubs, GDPs
Members of the public
All stakeholders
Job description
Job responsibilities
To ensure an effective contact service for the public & clinic clients that is efficient and professional, which will include managing staff resources to ensure effective cover.
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented including the dental website and social media
Take responsibility for ensuring that internal and external communication systems are fit for purpose.
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.
Manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.
Analyse data to enable managers to monitor budgets and performance in relation to business support function.
Collate information, prepare reports and presentations pertaining to the service area at the request of the management team.
Produce information for service area users with support of service managers.
Ensure that the corporate support function complies with all Livewell and PCDS policies and procedures including Data Protection, GDPR, confidentiality, Health and Safety, security and safeguarding.
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.
Manage specific projects as requested by the management team and provide updates on progress as well as social media and our dental website.
Assist with the Health and Safety within the service area, reporting faults and ensuring that work is undertaken.
Ensure that fire safety policies are adhered to within the service area.
Organise data collection to support research and development, along with assisting with audits for the service
5.1 Responsibility for People Management
Provide the day-to-day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
Lead on recruitment and selection of administrative staff and support other managers with recruitment processes.
Develop workforce by providing induction, in-post training and updates for relevant staff.
5.2 Responsibility for financial and/or physical resources
- Assists with compiling reports for the management team on the monitoring of patient charges.
- Prepare and collate financial information for the management team as required.
5.3 Responsibility for administration
Good planning and organisational ability, able to prioritise workload, work on own initiative and seek the support of others when required.
Undertake secretarial duties as appropriate for Management team & Dental Specialists
Ensuring that databases are maintained and kept up to date for recording statistical information.
Work with the management team during on-going projects.
Responsible for undertaking minutes at Management Meetings, Dental Board and Clinical Governance
Responsible for any project work as directed by the management team including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets using advanced IT software for statistics, reports and presentations. Contribute to the development of effective information systems, in conjunction with the management team.
Ability to work on own initiative, accurately to tight deadlines, and to prioritise between conflicting demands.
Planning and arranging meetings/appointments/conferences in order of priority, commissioning travel, refreshments and visual equipment as required. Preparation and maintenance of papers for meetings in easily accessible brought forward system.
Updating of staff electronic personnel files
5.4 Responsibility for people who use our services
- Customer friendly approach with a good telephone manner. Able to demonstrate a high standard of interpersonal skills to resolve customer enquiries.
- Ensure visitors to the office are dealt with in a welcoming efficient manner. Queries dealt with efficiently and confidentially. Dealing with the public answering queries or researching queries. Ability to deal with demanding callers with tact and diplomacy
Postholder will be required to cover phone line / reception duties to support staff absence
Responsible that all patient information available from reception is up to date and relevant; working in conjunction where appropriate with Clinical Lead / Specialists where information is clinical based.
5.5 Responsibility for implementation of policy and/or service developments
- Responsible for the production of databases and general office systems, ensuring that administration systems are continuously evaluated and updated for continuous improvement, organising and maintaining systems for the storage and retrieval of information, and files.
The post holder will propose changes and implement administration policies and working practices for own area.
5.6 Other Responsibilities
Must have excellent computer skills. Be fully competent in the use of Office Applications such as Word, Excel. Fully familiar with the Microsoft Outlook / email.
Support the Management team to ensure that internal and external communication systems for the PCDS are cascaded and feedback is delivered in a prompt efficient manner.
Assist with overseeing the dental service social media presence and maintaining information is relevant and up to date.
Progress chase actions where necessary. Process, circulate and respond as appropriate to collate data and statistical information.
Work with the dental team in the maintenance and development of the department dental software system
Manipulate data to produce statistical report of departmental activities for Management team
6. COMMUNICATIONS AND RELATIONSHIPS
Key working relationships:
All clinical staff
Service management.
Service users & carers.
Dental Board Directors
Support services within Livewell Southwest e.g. Estates, Hotel Services, HR, Payroll, E-roster.
Other appropriate agencies as needed e.g. regional ICBs, NHS Commissioning Hubs, GDPs
Members of the public
All stakeholders
Person Specification
Specific SKills
Essential
- Advanced IT / keyboard skills computer literate Effective interpersonal, organisational and communication skills Ability to manage own workload and to supervise the workload of others Ability to delegate tasks
Qualifications
Essential
- GCSE English & Maths Grade C / 4 or above or equivalent
- NVQ 3 Business Administration / Customer Service or equivalent / experience
Desirable
- IT Related Qualifications
Experience
Essential
- At least 3 years recent clerical / administrative experience within customer care environment or similar
- Experience of supervising staff
Desirable
- Previous experience of NHS dental or GP services
- NHS Experience
Additional Requirements
Essential
- Ability to form good working relationships
- Reliability and flexibility Wanting to contribute to changing demands of the service
- Ability to work independently and within a team Working to tight timescales / working under pressure
- Ability to demonstrate a diplomatic caring attitude whilst maintaining confidentiality
- Ability to deal with frequent interruptions where multitasking is commonplace Need to respond and change tasks regularly as priorities change Able to work as a team member
Person Specification
Specific SKills
Essential
- Advanced IT / keyboard skills computer literate Effective interpersonal, organisational and communication skills Ability to manage own workload and to supervise the workload of others Ability to delegate tasks
Qualifications
Essential
- GCSE English & Maths Grade C / 4 or above or equivalent
- NVQ 3 Business Administration / Customer Service or equivalent / experience
Desirable
- IT Related Qualifications
Experience
Essential
- At least 3 years recent clerical / administrative experience within customer care environment or similar
- Experience of supervising staff
Desirable
- Previous experience of NHS dental or GP services
- NHS Experience
Additional Requirements
Essential
- Ability to form good working relationships
- Reliability and flexibility Wanting to contribute to changing demands of the service
- Ability to work independently and within a team Working to tight timescales / working under pressure
- Ability to demonstrate a diplomatic caring attitude whilst maintaining confidentiality
- Ability to deal with frequent interruptions where multitasking is commonplace Need to respond and change tasks regularly as priorities change Able to work as a team member
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).
