Administration Support

Job summary
Are you looking for work but would only like to work Thursday and Fridays? We may have a solution; we have an opportunity for 15 hours working Thursday and Friday
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 to arrange appointments, meetings, and events on behalf of the department using a variety of software applications and follow up on any actions from meetings.
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 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 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 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.
Please see the attached job description for for details
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 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 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.
Please see the attached job description for for details
Person Specification
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
• Ability to use Business applications and patient record systems
• Understanding of Data Protection legislation

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

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

Person Specification
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
• Ability to use Business applications and patient record systems
• Understanding of Data Protection legislation

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

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

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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Additional information
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Employer details
Employer name
Livewell Southwest
Address
200 Mount Gould Road
Mount Gould
Plymouth
Devon
PL4 7PY
Employer\’s website