Community Integrated Teams Administrator in Plymouth

An exciting opportunity has arisen for a motivated and skilled Administrator to join our Community Integrated Team. This role offers the chance to be part of a dedicated and supportive team, ensuring the smooth operation of administrative tasks that contribute to delivering high-quality, patient-focused care. In this role, you'll manage essential administrative tasks, coordinate meetings, take accurate minutes, schedule appointments, and maintain records all while working alongside a dedicated and supportive team. Your ability to work independently, communicate effectively, and utilise IT systems will be invaluable in driving efficiency and excellence. This is a fantastic opportunity to grow your career in a healthcare environment, where your skills and contributions truly make a difference. If you're looking for a role with variety, development opportunities, and the chance to be part of a meaningful service, apply today!

Main duties of the job

• Providing efficient administrative support to enhance service delivery.
• Minute-taking - responsible for recording and summarising meetings, including preparing for the meeting, recording key information, writing clear and concise minutes, and distributing to relevant parties.
• Independently accessing various IT systems to obtain and input patient data.
• Scheduling appointments, meetings, and events, ensuring all follow-up actions are completed.
• Supporting the Business Support Manager in processing data and maintaining records.
• Supporting all services to run effectively within the clinic.

All Livewell Southwest 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

Locality - Plympton Clinic will be the primary base for this role. However, the postholder will be locality-based and may be required to work from alternative sites in response to organisational need.

Key Tasks and Responsibilities of the Post

• Provide support to customer and visitor reception areas, acting as the first point of enquiry and signposting individuals to relevant information/service.
• Promote the image of the department, checking that notices and leaflets are up to date & well presented.
• Support the management team to ensure that internal and external communication systems are in place.
• Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded and sent to the customer services team, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary.
• Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
• Arrange meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
• To arrange patient appointments or home visits to deliver the services, ensuring the most cost-effective and efficient use of time.
• To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.
• Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed.
• Collect and collate data to enable managers to monitor budgets and performance in relation to business support function 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.
• Ensure that all office support services e.g. post, filing, photocopying, are delivered in a timely manner.

Person Specification

• Good writing, typing, data entry and telephone skills ensuring accuracy.
• 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.
• Ability to use initiative, organising own workload to set deadlines within the scope of role.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support.