Administrator

3 months ago

Plymouth, United Kingdom Livewell Southwest Full time

Job summary

hours per week.

An exciting opportunity hasarisen for an experienced and highly motivated Administrator to join Livewell Southwest Adult Social Careservice.

The successful candidate will provide administrational support to the team. Duties will include updating internal databases and electronic staff & patient records, managing the shared mailbox and minute taking.

This post requires excellent communication and organisational skills, good time management and the ability to prioritise own workload. In return you will be part of ahighly supportive and friendly team who endeavour to deliver the best outcomesfor the people of Plymouth.

Based at Crownhill Court, this post is for hours per week.

For an informal conversation please email:

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.

Main duties of the job

To ensure the delivery of an effective andcompetent level of administrative support and consistently deliver a clientfocussed service which promotes good customer service and effective workingrelationships

To beresponsible for providing daily administrative support in the allocated servicearea ensuring business priorities are met for example: maintaining records, minutetaking, data inputting and reception duties.

Typing ofconfidential reports/letters; which may be supplied via hard copy and/ordictation, (which may contain distressing information) as requested to meetservice needs.

Workingproactively to support team. Ability to work on own and proactively as part ofa team.

To act as aninitial point of contact for both internal and external enquiries from healthprofessionals from a range of organisations.

To provide theday to day supervision and line management of junior staff where appropriate.

The job descriptionand person specification are an outline of the tasks, responsibilities andoutcomes required of the role. The job holder will need to be flexible to carryout any other duties as may be reasonably required by their line manager. All Livewell Southwest staff are expected to 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

Management of Service

Promote theimage of the organisation and services by ensuring that all information andcommunication is up to date and suitably presented.

Support themanagement team to ensure that internal and external communication systems arein place.

Ensure that allcomplaints, compliments, concerns, comments and suggestions are appropriatelyrecorded, and where possible resolved within level of role or escalatedappropriately, supporting junior staff where necessary.

Respondto telephone, email and written queries on behalf of the service area includingcall handling where appropriate asagreed with line manager.

Arrangeappointments, meetings and events on behalf of the service, making bookingswhere necessary and ensuring all equipment and documentation is available, inconjunction with the manager where required.

To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.

Maintainaccurate and timely electronic and hard copy information training logs usingorganisational systems as directed (ensuring ease of access/retrieval asappropriate) and in line with policies.

Supportingoperational staff to access management information; electronic and hard copy.

Collect and collatedata to enable managers to monitor budgets and performance in relation tobusiness support function with support of line manager.

Collect,collate and prepare information for service areausers with support of line manager.

Maximisethe use of electronic systems to enable effective management of the servicearea such as Microsoft Office and patient record systems.

Becompliant with the Data Protection and record management policies andprocedures with particular reference to confidentiality and safeguardingissues.

Beproactive and contribute ideas for improvement in the way the service isdelivered.

Ableto work on own initiative, prioritising work within defined policies andprocedures to set timescales.

Ensurethat all office support services post, fax, filing, photo copying, aredelivered in a timely manner.

Staff management & development

Provide the dayto day supervision and line management of junior staff where appropriate,including performance management, absence management and appraisal.

Demonstrateown activities to new or less experienced employees.

Financial management

Monitorstock stationery and order supplies and equipment as required within thebusiness area.

Mental Effort:

Frequentconcentration is required when inputting into systems, typing documents, makingappointments & processing records with a need to ensure accuracy.

Thework is usually predictable but there may be interruptions from telephonecalls, visitors and staff & occasionally imposed deadlines.

Emotional Effort:

There may be some exposure to service users whomay exhibit difficult & challenging behaviours

Working conditions:

Exposureto unpleasant conditions is rare/occasional. May be exposed to verbalaggression from patients. Will use VDU for high proportion of time.

The flexible nature of the job may require post holderto move within the team or within the wider organisational setting as requiredand undertake similar duties.

Person Specification

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 ECDL / RSA or equivalent qualification

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 legislation. Able to build effective working relationships with customers and colleagues/staff.

Desirable

Understanding of healthcare services and national requirements in inpatient and outpatient booking systems. Ability to use Business applications Knowledge of patient record systems Eclipse, Systmone.

Skills

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. 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.

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