Administration Support

2 weeks ago

Plymouth, Plymouth, United Kingdom Livewell Southwest Full time

Job summary

Fixed Term Contract to cover Maternity Leave, 25 hours per week.

We are looking for an enthusiastic Administrator to work with our Medical Secretaries and Medical Secretary Manager in the Community Geriatrics, Neurorehabilitation (including Stroke Rehabilitation), and Long COVID services as part of the Adults, Frailty, and Specialist Services (AFSS) based at Mount Gould Hospital.

The successful candidate will support the administrative responsibilities across the services to help deliver a person focused service, which promotes good customer service and effective working relationships. This will include organising appointments and dealing with patient enquiries, handling of patient hospital notes, chasing onward referrals, and supporting the medical secretaries in their daily work.

"Please note that this role is not eligible for sponsorship under the Skilled Worker route"

Main duties of the job

This person would have diverse skills and is a good communicator you will be expected to prioritise their own workload to support the functions of the services. You will be responsible for all administrative tasks associated with the services, including meetings, minute taking and independently obtaining/inputting patient data by accessing different IT systems. You will be required to arrange appointments, meetings, and events on behalf of the department using MS Teams and follow up on any actions from meetings

In return you will be part of a highly supportive and friendly team who endeavour to deliver the best service to the Secretaries, the managers, doctors and consultants, and those that use our services

You will:

deliver an effective and competent level of administrative support the wider team be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records and minute taking type confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs able to work on your own and proactively as part of a teamwork proactively to support the teams

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

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

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.

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 assist the medical secretaries in providing support to the appropriate services.

Efficiently deal with incoming and outgoing telephone calls with patients, colleagues, and service providers.

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.

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 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, eg, post, filing, photocopying, are delivered in a timely manner.

Demonstrate own activities to new or less experienced employees.

Monitor stock, eg, stationery and order supplies and equipment as required within the business area.

Undertake research and development as directed.

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.

To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.

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).

Person Specification

Knowledge

Essential

Working knowledge of Microsoft Office including Word and Excel Good understanding of confidentiality

Desirable

Knowledge of patient administration system Ability to use Business applications and patient record systems Understanding of Data Protection legislation

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

Qualifications

Essential

Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience Good general education to GCSE level or equivalent Intermediate word processing, Microsoft Office, Word and Excel

Desirable

Computer/Word processing qualifications to NVQ II or equivalent ECDL

Skills

Essential

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 Able to use own initiative and to know limitations of own role and knowledge Organised, efficient, and accurate Flexible and adaptable willing to learn new skills

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