Todeliver an effective and competent level of administrative support andconsistently deliver a client focussed service which promotes good customerservice and effective working relationships.
Tobe responsible for providing daily administrative support in the allocatedservice area ensuring business priorities are met for example: maintainingrecords, minute taking, data inputting and reception duties.
Workingproactively to support team.
The job description and person specification arean 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 bereasonably required by their line manager.
Main duties of the job
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 to date& well presented.
Ensure that allcomplaints, compliments, concerns, comments, and suggestions are appropriatelyrecorded, and where possible resolved within level of role or escalatedappropriately.
Respondto telephone, email, and written queries on behalf of the service areaincluding call 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 line manager where 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 socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall. Our teams work in community hospitals, GP practices, sportscentres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration. We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.
We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place. Centering our work on individual needs helps people leadhealthy, independent lives.
We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships. Our induction and preceptorshipprograms ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job responsibilities
To assist themedical secretaries in providing support to the appropriate services.
Efficientlydeal with incoming and outgoing telephone calls with patients, colleagues, andservice providers.
Tomaintain accurate and timely electronic and hard copy information using organisational systemsas directed and in line with policies.Supporting operational staff to access management information,electronic and hard copy.
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, eg, post, filing, photocopying, are deliveredin a timely manner.
Demonstrateown activities to new or less experienced employees.
Monitorstock, eg, stationery and order supplies and equipment as required within thebusiness area.
Undertakeresearch and development as directed.
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 with supportof line manager.
To produce minutesas an accurate record of meetings, transcribing and distributing as directed,with supervision as appropriate.
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).
Physical Effort
Frequentsitting & standing. Inputting at a keyboard for most of day, frequent lighteffort to lift, sort & file case notes. Mayhave to occasionally move presentation equipment and office supplies or clinicconsumables.
Mental Effort
Frequent concentration is required wheninputting into systems, typing documents, making appointments & processingrecords 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
Theremay be some exposure to service users who may 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.
Working together
Be straightforward in our dealings with each other and buildrelationships
Listen to others and explain the decisions we have made
Recognise and remove barriers to action
Create an open and positive learning culture
Learn from mistakes & ask others for support where necessary
Be aware of ones own behaviour, values, attitudes, strengths, andweaknesses.
Ability to reflect on ones behaviour and change them.
Uphold the values and be proud to be part of the organisation
Ensure appearance is professional & name badge visible
Act With Integrity
Be honest and do what you say you will do
Take responsibility and be accountable for your actions
Guard and build the organisations reputation
Take into account the human and social impact of our work
Treat everyone in a friendly, courteous manner; smile &make eye contact
Building Success Together
Be compassionate and accepting of others.
Be straightforward in our dealings with each other and buildrelationships
Listen to others and explain the decisions we have made
Agree on our goals and see them through
Treat each other with dignity and respect
Learn from each others experiences
Understand and recognise each others contributions of being ofequal value
Be prepared to challenge the status quo
Contribute to the organisations success
Stretch the boundaries of personal performance
Look for better ways of working to achieve improvements
Caring for patients
Aim to meet the needs of our patients and partners in care
Use initiative to enhance care in innovative and imaginative ways
Maintain privacy and ensure confidential information is kept safe
Question poor practice, process & behaviour
The post holder is required to take reasonable care for his/her ownhealth and safety and that of other persons who may be affected by his/her actsof omissions. The post holder is also required to ensure that all staff underhis/her control adheres to relevant statutory regulations, Livewell Southwestpolicies, department safety procedures, COSHH.
The post holder is required to conform to Livewell Southwest policies onHealth and Safety, Fire procedures and Confidentiality and to attend anytraining sessions as required. A copy of the Health and Safety Policy is availablefrom the Healthnet or from the Risk Management Department.
The post holder is required to conform to Livewell Southwest policies onHIV and AIDS.
The job description may change as the post develops, but such change willnot take place without consultation between the post holder and his/hermanager.
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.
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, MS Office word and excel
* Computer/Word processing qualifications to NVQ II or equivalent
* ECDL
Skills & Abilities
* 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
Knowledge
* Working knowledge of Microsoft Office including Word and Excel
* Good understanding of confidentiality
* Knowledge of patient administration system
* Understanding of Data Protection legislation
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.
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