Livewell Southwest

Locality Administrator

This job is now closed

Job summary

37.5 hours per week.

An exciting opportunity has arisen to come and join the Kingsbridge Community Therapy Team as an Administrator.

We are based at South Hams Hospital just outside the beautiful town of Kingsbridge. There area number of local shops nearby and the Hospital is in the heart of the community.

South Hams Hospital also hosts many other departments such as District nurses and an Urgent treatment centre so you will work closely with Professionals from all of the teams. It is a very supportive and friendly environment to work in.

This post is for a 37.5 hour full time administrator, to work within our Therapy team. We have Occupational Therapists, Physiotherapists and Therapy Support Workers in our team.

We recognise that Administrators are the backbone of any team and the role encompasses all areas of work.

Main duties of the job

You will be responsible for answering the phones and sometimes dealing with upset callers, liaising with therapists and providing support to them with SystmOne, e-Roster and ESR functions.

You are expected to have a good working knowledge of Excel, word, Office 365 and Share point, Microsoft Teams and be adept to learning other systems. Full training will always be given.

You must be friendly, personable, compassionate and have a proven record of excellent communication skills and working as part of a team.

Hours would be expected to be office based due to the varied nature of the work . Please contact the Manager Zoe Tomlinson on 07584671339 for a discussion prior to applying or to arrange a visit, if you require further information around working in the team.

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.

Date posted

22 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pa, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

B9832-2025-AC-1817

Job locations

South Hams Hospital

Plymouth Road

Kingsbridge

Devon

TQ71AT

Job description

Job responsibilities

Job Description

1. Locality

Based in a locality but may be moved dependant on organisational need

2. Job Title

Locality Administrator

3. Pay Band

Band 3

4. Base and Service

The primary role will be at South Hams Hospital, but post holder may be required to work across a number of different locations & teams providing reciprocal cover arrangements

5. Reports to Line Manager :

Administrative Manager

6. Accountable to Professionally/managerially: optional

Senior manager

7. Dimensions and Context of Role

To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

To be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties.

Typing of confidential reports/letters, which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.

Working proactively to support team. Ability 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 by their line manager.

Management of service

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.

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 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 appropriateas 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 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 (ensuring ease of access/retrieval as appropriate) and in line with policies.

Supporting operational staff to access management information, electronic and hard copy.

Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.

Collect, collate,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, photocopying, 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.

Undertake surveys or audits as directed.

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships.

Create an open and positive culture.

Learn from mistakes & ask others for support where necessary.

Be aware of ones own behaviour, values, attitudes, strengths, and weaknesses.

Ability to reflect on ones behaviour and change them.

Uphold the values and be proud to be part of the organisation.

Ensure appearance is professional & name badge visible.

Act With Integrity

Be honest and do what you say you will do.

Take responsibility and be accountable for your actions.

Guard and build the organisations reputation.

Take into account the human and social impact of our work.

Treat everyone in a friendly, courteous manner; smile & make eye contact.

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships.

Listen to others and explain the decisions we have made.

Agree on our goals and see them through.

Treat each other with dignity and respect

Learn from each others experiences.

Understand and recognise each others contributions of being of equal value.

Be prepared to challenge the status quo.

Contribute to the organisations success.

Stretch the boundaries of personal performance.

Look for better ways of working to achieve improvements.

Caring for patients

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

Use initiative to enhance care in innovative and imaginative ways.

Respect individual cultural differences; challenge bias & prejudice

Provide a high quality and safe service for patients.

Maintain privacy and ensure confidential information is kept safe.

Question poor practice, process & behaviour