Job summary
22.5 hours per week.
An exciting opportunity has arisen for an experienced and highly motivated Administrator to join Livewell Southwest Adult Social Care service.
The successful candidate will provide administrational support to the team. Duties will include updating internal databases and electronic staff & patient records, managing the shared mailbox and minute taking.
This post requires excellent communication and organisational skills, good time management and the ability to prioritise own workload. In return you will be part of a highly supportive and friendly team who endeavour to deliver the best outcomes for the people of Plymouth.
Based at Crownhill Court, this post is for 22.5 hours per week.
For an informal conversation please email: Rachel.Dury@nhs.net
Interviews will take place on Monday 21st July 2025.
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.
Main duties of the job
- To ensure the delivery of 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.
To act as an initial point of contact for both internal and external enquiries from health professionals from a range of organisations.
To provide the day to day supervision and line management of junior staff where appropriate.
- 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.
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 description
Job responsibilities
Management of Service
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably 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 appropriate as 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 the 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, photo copying, are delivered in a timely manner.
Staff management & development
Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
Demonstrate own activities to new or less experienced employees.
Financial management
Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
Mental Effort:
Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.
The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.
Emotional Effort:
There may be some exposure to service users who may exhibit difficult & challenging behaviours
Working conditions:
Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.
The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.
Job description
Job responsibilities
Management of Service
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably 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 appropriate as 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 the 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, photo copying, are delivered in a timely manner.
Staff management & development
Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
Demonstrate own activities to new or less experienced employees.
Financial management
Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
Mental Effort:
Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.
The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.
Emotional Effort:
There may be some exposure to service users who may exhibit difficult & challenging behaviours
Working conditions:
Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.
The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.
Person Specification
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Experience of working in a health or social care office environment.
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
Desirable
- NVQ 3 in Business Administration or equivalent
- ECDL / RSA or equivalent qualification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Understanding of confidentiality & data protection legislation.
- Able to build effective working relationships with customers and colleagues/staff.
Desirable
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Ability to use Business applications
- Knowledge of patient record systems i.e. Eclipse, Systmone.
Skills
Essential
- 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.
Person Specification
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Experience of working in a health or social care office environment.
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
Desirable
- NVQ 3 in Business Administration or equivalent
- ECDL / RSA or equivalent qualification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Understanding of confidentiality & data protection legislation.
- Able to build effective working relationships with customers and colleagues/staff.
Desirable
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Ability to use Business applications
- Knowledge of patient record systems i.e. Eclipse, Systmone.
Skills
Essential
- 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.
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
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).
