We are looking for an enthusiastic Administrator to work with our Admin Manager and Service Support Manager in Adults, Frailty, and Specialist Services (AFSS) based at Mount Gould Hospital with the added value of working at home on a rotation with other members in the team.
With a comprehensive training programme, the successful candidate will support the administrative responsibilities across the services to help deliver a professional high level of service, which promotes good customer relations and effective working relationships across the AFSS Directorate.
We are looking for a highly motivated and experienced administrator who has diverse skills and is a good communicator. The post holder will be expected to be flexible when organising their work, to continue to prioritise their own workload, and to support the changing needs of the services. You will be responsible for all administrative tasks associated with the services, including Multi-Disciplinary Team (MDT) meetings, minute taking and independently obtaining/inputting patient data by accessing different IT systems. You will be required to work with the Assistant Director, their Directorate Managers toarrange appointments, meetings, and events on behalf of the department using a variety of software applications 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 across the directorate
Main duties of the job
Your role will be to support the many services within AFSS to ensure they provide the best care to the people that use their services.
You will:
* deliver an effective and competent level of administrative support the wider team
* to be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking and data inputting
* 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
* work proactively to support the teams
* able to work on own and proactively as part of a team
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.
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.
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 responsibilities
Providesupport to customer and visitor reception areas, acting as the first point ofenquiry and sign posting individual to relevant information / service.
Promotethe image of the department, checking that notices and leaflets are up todate & well presented.
Ensure thatall complaints, compliments, concerns, comments, and suggestions areappropriately recorded, and where possible resolved within level of role orescalated appropriately.
Respondto telephone, email, and written queries on behalf of the service areaincluding call handling where appropriate as agreed 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 line manager where required.
To produce minutesas an accurate record of meetings, transcribing and distributing as directed,with supervision as appropriate.
Tomaintain accurate and timely electronic and hard copy information using organisationalsystems as directed and in line with policies. Supporting operational staff to accessmanagement information, electronic and hard copy.
Collect data to enable managers to monitor budgets and performance inrelation to business support function with support of line manager.
Collect and prepare information for service area users withsupport 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 reference to confidentiality and safeguarding issues.
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 e.g. post, fax, filing, photo copying, aredelivered in a timely manner.
Demonstrateown activities to new or less experienced employees.
Toprocess and pass for payment all relevant invoices in a timely manner inaccordance with business process, with support of line manager
Tosupport the line manager with banking and remittance service (including pettycash).
Monitorstock e.g. stationery and order supplies and equipment as required within thebusiness area.
Undertakeresearch and development as directed.
Please see the attached job description for for details
Person Specification
Experience
* Experience of working in an administrative environment using computerised data systems.
* Experience of team working
* Experience of working in a health or social care office environment.
Knowledge
* Working knowledge of Microsoft Office including Word and Excel
* Good understanding of confidentiality
* Knowledge of patient administration system
* Ability to use Business applications and patient record systems
* Understanding of Data Protection legislation
Skills
* 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
Qualifications
* 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
* Computer/Word processing qualifications to NVQ II or equivalent
* ECDL
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.
Full-time,Part-time,Job share,Flexible working
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