Administrator in Plymouth

12 Month Fixed Term or 12 Month Secondment

37.5hours per week

We are looking for an enthusiastic and organisedadministrator with good communication and interpersonal skills to join ouradministrative team within Specialist Nursing Services.

Our service supports the delivery of care across theContinence Service, Lower Limb Service, DN Treatment Clinic, Community TissueViability Service and Lymphoedema Service.

We are seeking a flexible individual who meets the essentialcriteria outlined in the job description and can provide high-qualityadministrative support to the team. The successful candidate will work closelywith colleagues across the services to support the smooth day-to-day running ofadministrative processes.

You will need to be well organised, able to manage yourworkload effectively, and capable of working in a busy environment withcompeting priorities. A positive approach, attention to detail, and awillingness to work as part of a team are essential.

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.

Main duties of the job

You will provide a high-quality administrative supportservice within the Specialist Nursing Service, helping to ensure the smoothday-to-day running of the team and supporting the delivery of a patient-focusedservice.

You will undertake a variety of administrative duties,including reception and telephone responsibilities, maintaining accuraterecords, data entry, booking appointments, processing correspondence, andsupporting meetings through minute taking where required. You will work closelywith colleagues to help ensure business priorities are met and administrativeprocesses are completed efficiently and accurately.

You will be a first point of contact for patients, carers,healthcare professionals and partner organisations, responding to enquiries ina professional, courteous and confidential manner. You will work proactively aspart of a wider team, providing flexible administrative support andcontributing to excellent customer service and effective working relationships.

You will need to be organised, reliable and able to manage avaried workload whilst maintaining a high standard of accuracy and attention todetail.

Please see the job description in the attachments for acomplete breakdown of duties.

All Livewell Southwest staff are expected to able andwilling to work across a 7 day service.

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

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

Dimensions and Context of Role

To deliver aneffective and competent level of administrative support and

consistentlydeliver a client focussed service which promotes good customer service

and effectiveworking relationships.

To beresponsible for providing daily administrative support in the allocated service

area ensuringbusiness priorities are met for example: maintaining records, minute

taking, datainputting and reception duties.

Workingproactively to support team.

The jobdescription and person specification are an outline of the tasks,

responsibilitiesand outcomes required of the role. The job holder will need to be

flexible tocarry out any other duties as may be reasonably required by their line

manager.

Key Tasks and Responsibilities of the Post

Provide supportto customer and visitor reception areas, acting as the first point of

enquiry andsign posting individual to relevant information / service.

Promote theimage of the department, checking that notices and leaflets are up to date

& wellpresented.

Ensure that allcomplaints, compliments, concerns, comments and suggestions are

appropriatelyrecorded, and where possible resolved within level of role or escalated

appropriately.

Respond totelephone, email and written queries on behalf of the service area

including callhandling where appropriate as agreed with line manager.

Arrangeappointments, meetings and events on behalf of the service, making bookings

where necessaryand ensuring all equipment and documentation is available, in

conjunctionwith line manager where required.

To produceminutes as an accurate record of meetings, transcribing and distributing

as directed,with supervision as appropriate.

To maintainaccurate 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 toenable managers to monitor budgets and performance in relation to

businesssupport function with support of line manager.

Collect andprepare information for service area users with support of line manager.Maximise the use of electronic systems to enable effective management of theservice area such as Microsoft Office and patient record systems. Be compliantwith the Data Protection and record management policies and procedures withparticular reference to confidentiality and safeguarding issues. Be proactiveand contribute ideas for improvement in the way the service is delivered. Ableto work on own initiative, prioritising work within defined policies andprocedures to set timescales. Ensure that all office support services e.g.post, fax, filing, photo copying, are delivered in a timely manner. Demonstrateown activities to new or less experienced employees. To process and pass forpayment all relevant invoices in a timely manner in accordance with businessprocess, with support of line manager To support the line manager with bankingand remittance service (including petty cash). Monitor stock e.g. stationeryand order supplies and equipment as required within the business area.Undertake research and development as directed.

Physical Effort:

Frequentsitting & standing. Inputting at a keyboard for most of day, frequent lighteffort

May have tooccasionally move presentation equipment and office supplies or clinic

consumables.

Mental Effort:

Frequentconcentration is required when inputting into systems, typing documents,

makingappointments & processing records with a need to ensure accuracy.

The work isusually predictable but there may be interruptions from telephone calls,

visitors andstaff & occasionally imposed deadlines.

Emotional Effort:

There may besome exposure to service users who may exhibit difficult & challenging

behaviours.

Working Conditions:

Exposure tounpleasant conditions is rare/occasional. May be exposed to verbal

aggression frompatients. Will use VDU for high proportion of time.

The flexiblenature of the job may require post holder to move within the team or within

the widerorganisational setting as required and undertake similar duties.

Workingtogether

Bestraightforward in our dealings with each other and build relationships

Listen toothers and explain the decisions we have made

Recognise andremove barriers to action

Create an openand positive learning culture

Learn frommistakes & ask others for support where necessary

Be aware ofones own behaviour, values, attitudes, strengths and weaknesses.

Ability toreflect on ones behaviour and change them.

Uphold thevalues and be proud to be part of the organisation

Ensureappearance is professional & name badge visible

Act WithIntegrity

Be honest anddo what you say you will do

Takeresponsibility and be accountable for your actions

Guard and buildthe organisations reputation

Take intoaccount the human and social impact of our work

Treat everyonein a friendly, courteous manner; smile & make eye contact

BuildingSuccess Together

Becompassionate and accepting of others.

Bestraightforward in our dealings with each other and build relationships

Listen toothers and explain the decisions we have made

Agree on ourgoals and see them through

Treat eachother with dignity and respect

Learn from eachothers experiences

Understand andrecognise each others contributions of being of equal value

Be prepared tochallenge the status quo

Contribute tothe organisations success

Stretch theboundaries of personal performance

Look for betterways of working to achieve improvements

Aim to meet the needs of our patients and partners in care

Use initiativeto enhance care in innovative and imaginative ways

Provide a highquality and safe service for patients

Maintainprivacy and ensure confidential information is kept safe

Question poorpractice, process & behaviour

Health and Safety at Work and Infection Control:

The post holderis required to take reasonable care for his/her own health and safety

and that ofother persons who may be affected by his/her acts of omissions. The post

holder is alsorequired to ensure that all staff under his/her control adheres to relevant

statutoryregulations, Livewell Southwest policies, department safety procedures,

COSHH.

The post holderis required to conform to Livewell Southwest policies on Health and

Safety, Fireprocedures and Confidentiality and to attend any training sessions as

required. Acopy of the Health and Safety Policy is available from the Healthnet or from

the RiskManagement Department.

The post holderis required to conform to Livewell Southwest policies on HIV/and AIDS. The jobdescription may change as the post develops, but such change will not takeplace without consultation between the post holder and his/her manager.Livewell Southwest has adopted a NO SMOKING policy for staff which applies toall posts. Details of the policy are available on request and will be includedin the statement of main Terms and Conditions of service of staff appoint.Livewell Southwest is determined to eradicate healthcare-acquired infection andputs a great deal of emphasis on the responsibility of all staff to ensuretheir own personal and others compliance with Infection Control (including HandWashing) Policies. Risk Management: In accordance with the Risk ManagementPolicy, employees will participate, whenever required, with the risk managementprocess. They will support line managers by attending mandatory and statutorytraining, completing incident/accident forms for every adverse event or near missthat occurs, report all defects and complaints, and communicate any dangeroussituation to individuals potentially at risk. Safeguarding Children and AdultsAll employees have a duty to safeguard and promote the welfare of children andadults and are required to act in such a way that at all times safeguards theirhealth and wellbeing. Familiarisation with and adherence to national and localsafeguarding adults and children policies is an essential requirement upon allemployees. Livewell Southwest has specific safeguarding policies and inaddition, employees also have a responsibility to practice and work within themulti‑agency policy developed by the Safeguarding Adults Board and theSafeguarding Children Board. Staff are also required to participate in relatedmandatory/statutory training. Infection Control: Livewell Southwest isdetermined to eradicate healthcare acquired infection and puts a great deal ofemphasis on the responsibility of all staff to ensure their own personal andothers compliance with Infection Control (including Hand Washing) Policies. Allstaff must comply with infection control policies and guidance, attend relevantupdates and report issues of concern to their immediate line manager (if noaction or explanation received, then it is the individuals responsibility toescalate their concerns Sustainability and climate change: All staff areexpected to take responsibility for the reduction of carbon emissions withintheir area of the organisation. In particular this may relate to reducing energy consumption, making low carbon travel choices, and use …? ...

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