Administrative Support

Due to the need to cover the operating hours, the below working pattern is non-negotiable.

Monday: 8am-6pm Tuesday: 10am-6pm Thursday: 8am-4pm Friday 8am-4pm

Please note we may close this job advert earlier than the specified deadline if a high number of applications are submitted. To avoid disappointment, we therefore recommend you submit your application at the earliest opportunity.

An exciting opportunity has arisen for an enthusiasticindividual to join our front of house admin team. Plymouth Talking Therapies isan Improving Access to Psychological Therapies service (IAPT) and providetalking therapies to the people of Plymouth who require support for mild tomoderate anxiety and depression. You will be based within Centre Court, ExeterStreet.

Plymouth Talking Therapies currently operates from 8am 6pm,Mondays, Wednesdays, Thursdays and Fridays and 8am – 8pm on Tuesdays.

Our best asset is our workforce, and we welcome theinvolvement of all staff in helping to shape the future of the organisation. Wewant the right staff and are looking for highly motivated, experienced andqualified professionals to join our supportive and friendly teams.

Please note that this role is not eligible for sponsorshipunder the Skilled Worker route.

All Livewell staff are expected to be able and willing towork across a 7-day service.

Interviews will take place Week Commencing 17th November

Main duties of the job

To deliver an effective and competent level ofadministrative support and consistently deliver a client focussed service whichpromotes good customer service and effective working relationships.

To be responsible for providing daily administrative supportin the allocated service area ensuring business priorities are met for example:answering calls, booking appointments, using an electronic patient recordsystem, reception duties, processing referrals and supporting the wider teamwith admin tasks to support the functioning of the service and workingproactively to support a team.

The job description and person specification are an outlineof the tasks, responsibilities and outcomes required for the role. The jobholder will need to be flexible to carry out any other duties as may bereasonably required by their line manager.

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

Provide support to customer and visitor reception areas,acting as the first point of enquiry and sign posting individual to relevantinformation / service.

Promote the image of the department, checking that noticesand leaflets are up to date & well presented.

Ensure that all complaints, compliments, concerns, commentsand suggestions are appropriately recorded, and where possible resolved withinlevel of role or escalated appropriately.

Process online referrals and manage referrals made over thetelephone.

Respond to telephone, email and written queries on behalf ofthe service area including call handling where appropriate as agreed with linemanager.

Arrange appointments, meetings and events on behalf of theservice, making bookings where necessary and ensuring all equipment anddocumentation 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 copyinformation using organisational systems as directed and in line with policies.Supporting operational staff to access management information; electronic andhard copy.

Collect data to enable managers to monitor budgets andperformance in relation to business support function with support of linemanager.

Collect and prepare information for service area users withsupport of line manager.

Maximise the use of electronic systems to enable effectivemanagement of the service area such as Microsoft Office and patient recordsystems.

Be compliant with the Data Protection and record managementpolicies and procedures with particular reference to confidentiality andsafeguarding issues.

Be proactive and contribute ideas for improvement in the waythe service is delivered.

Able to work on own initiative, prioritising work withindefined 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 experiencedemployees.

To process and pass for payment all relevant invoices in atimely manner in accordance with business process, with support of linemanager.

Monitor stock e.g. stationery and order supplies andequipment as required within the business area.

Undertake research and development as directed.

Key holder to open and close the building securely asnecessary.

Person Specification

Knowledge

• Working knowledge of Microsoft Office including Word and Excel.
• Good understanding of confidentiality.
• Knowledge of patient administration system.
• Understanding of Data Protection legislation.
• Ability to use Business applications and patient record systems.

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.

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.
• Maths & English GCSE Grades 4 and above or equivalent.
• 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

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.