Job summary
This
post is for 37.5 hours per week and is a fixed term contact until the 27/03/25.
Are
you looking for a rewarding career in health and social care administration, with
customer service, teamwork, support and development at the heart of the role?
We
are looking to recruit a highly motivated and enthusiastic individual to join
the Community Mental Health Service (CMHS) based at the Cumberland Centre,
Devonport or Avon House, Mount Gould.
The CMHS works with service users who have a
range of mental health difficulties. We are a multi-disciplinary team of
Consultants Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists,
Support Workers and other key professionals supported by a strong
administrative team.
Please note that this role is not eligible for sponsorship under the Skilled Worker route"
Main duties of the job
Your role will be to provide administrative support to
the team, cover the reception area and telephones, and provide a professional
and friendly first impression to clients, patients and staff visiting the
mental health team at the Cumberland Centre.
Your tasks will include answering the telephone, greeting patients and
informing clinicians of their arrival, updating patient records, typing
assessments and inputting information onto relevant specialist systems
including E-Referrals and SystmOne.
The post requires you to
have excellent communication and organisational skills, good time management
and the ability to prioritise own work load.
You
will need a positive attitude towards people experiencing mental health
problems, and have excellent customer care skills. You will need to be able to
work under your own initiative within the team.
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
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 team, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.
To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed.
To arrange, monitor and process all referrals into the team as necessary.
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 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 particular 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
Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
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 team, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.
To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed.
To arrange, monitor and process all referrals into the team as necessary.
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 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 particular 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
Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
Person Specification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Good understanding of confidentiality
Desirable
- Knowledge of patient administration system
- Understanding of Data Protection legislation
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.
Skills & Abilities
Essential
- Ability to communicate verbally (face to face and over the telephone) and in writing to a good level
- 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
- Good general education to GCSE level or equivalent, including English and Maths
- Educated to NVQ 2 in a relevant subject or equivalent level of qualifications/previous experience
Desirable
- Computer/Word processing qualifications i.e. RSA2/3 or equivalent
- ECDL
Person Specification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Good understanding of confidentiality
Desirable
- Knowledge of patient administration system
- Understanding of Data Protection legislation
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.
Skills & Abilities
Essential
- Ability to communicate verbally (face to face and over the telephone) and in writing to a good level
- 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
- Good general education to GCSE level or equivalent, including English and Maths
- Educated to NVQ 2 in a relevant subject or equivalent level of qualifications/previous experience
Desirable
- Computer/Word processing qualifications i.e. RSA2/3 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.
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 UK Visas and Immigration website (Opens in a new tab).
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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 UK Visas and Immigration website (Opens in a new tab).
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
