Administrator

You will provide a high-quality administrative support

service within the Specialist Nursing Service, helping to ensure the smooth

day-to-day running of the team and supporting the delivery of a patient-focused

service.

You will undertake a variety of administrative duties,

including reception and telephone responsibilities, maintaining accurate

records, data entry, booking appointments, processing correspondence, and

supporting meetings through minute taking where required. You will work closely

with colleagues to help ensure business priorities are met and administrative

processes are completed efficiently and accurately.

You will be a first point of contact for patients, carers,

healthcare professionals and partner organisations, responding to enquiries in

a professional, courteous and confidential manner. You will work proactively as

part of a wider team, providing flexible administrative support and

contributing to excellent customer service and effective working relationships.

You will need to be organised, reliable and able to manage a

varied workload whilst maintaining a high standard of accuracy and attention to

detail.

Please see the job description in the attachments for a

complete breakdown of duties.

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 is not eligible for sponsorship under the Skilled Worker route.

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 team.

The job

description and person specification are an outline of the tasks,

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.

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, fax, 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.

Undertake research and development as directed.

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.

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.

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.

Working

together

Be

straightforward in our dealings with each other and build relationships

Listen to

others and explain the decisions we have made

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.

Qualifications

Desirable: - Computer/Word processing qualifications to NVQ II or equivalent.; - ECDL.

Experience

Essential: - Experience of working in an administrative environment using computerised data systems.; - Experience of team working

Desirable: - Experience of working in a health or social care office environment.

Knowledge

Essential: - Working knowledge of Microsoft Office including Word and Excel.; - Good understanding of confidentiality.

Desirable: - Knowledge of patient administration system.; - Understanding of Data Protection legislation.

Skills and Abilities