Job summary
Permanent 25.5 hours per week
An exciting opportunity has arisen for a part time administrator within the Livewell Referral Support Service based at Crownhill Court. The role will include day to day administrative activities including direct communication with the public, professionals and team members. It will also include data input and the pulling of data for weekly reports. As such, we require someone with experience of office administration/secretarial work, and who is proficient in precise and accurate record keeping.
This post is for 25.5 hours per week of which one day must be a Wednesday in order to meet Service need.
We are looking for someone who will be enthusiastic, reliable and motivated and enjoys working as part of a busy team.
Applicants should demonstrate a mature and responsible attitude, be proactive and be able to use their own initiative.
Main duties of the job
This post is within the Livewell Referral Support Service (LRSS) based at Crownhill Court. The role will include day to day administrative activities including direct communication with the public, professionals and team members. It will also include data input and the pulling of data for weekly reports. The successful applicant will be responsible for providing daily administrative support and ensuring business priorities are met for the LRSS Team. To deliver an effective and person focused service which promotes good customer service and effective working relationships.
The job description and personal specification are an outline of the responsibilities and tasks required for the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by the Line Manager.
Livewell support Hybrid Working but there is the expectation that new staff will attend the office for their probation period/training and attend the office on a weekly basis once probation period has a suitable outcome.
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.
All Livewell staff are expected to be able and willing to work across a 7 day 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
- Provide support to customers 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 and 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 staff where necessary.
- Respond to telephone, email and written queries on behalf of the service area where appropriate as agreed with line manager.
- Arrange appointments, meetings and events on behalf of the service, making bookings using relevant systems as appropriate, and ensuring all equipment and documentation is available, in conjunction with the 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 if required.
- 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, filing, scanning, 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.
- Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
For full details please refer to the job description in supporting documents section.
Job description
Job responsibilities
- Provide support to customers 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 and 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 staff where necessary.
- Respond to telephone, email and written queries on behalf of the service area where appropriate as agreed with line manager.
- Arrange appointments, meetings and events on behalf of the service, making bookings using relevant systems as appropriate, and ensuring all equipment and documentation is available, in conjunction with the 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 if required.
- 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, filing, scanning, 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.
- Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
For full details please refer to the job description in supporting documents section.
Person Specification
Experience
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.
- Knowledge of SystmOne.
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Ability to use business applications and patient record systems.
Qualifications
Essential
- Educated to NVQ 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
Skills and Abilities
Essential
- 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.
- 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
Experience
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.
- Knowledge of SystmOne.
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Ability to use business applications and patient record systems.
Qualifications
Essential
- Educated to NVQ 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
Skills and Abilities
Essential
- 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.
- 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).
