Livewell Southwest

Administration Support

The closing date is 20 July 2025

Job summary

25 hours per week.

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.

Working proactively to support 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.

Main duties of the job

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 service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.

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

07 July 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year pa, pro-rata

Contract

Permanent

Working pattern

Part-time, Job share, Flexible working

Reference number

B9832-2025-AC-1862

Job locations

200 Mount Gould Road

Mount Gould

Plymouth

Devon

PL4 7PY

Job description

Job responsibilities

To assist the medical secretaries in providing support to the appropriate services.

Efficiently deal with incoming and outgoing telephone calls with patients, colleagues, and service providers.

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.

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.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Ensure that all office support services, eg, post, filing, photocopying, are delivered in a timely manner.

Demonstrate own activities to new or less experienced employees.

Monitor stock, eg, stationery and order supplies and equipment as required within the business area.

Undertake research and development as directed.

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

Collect and prepare information for service area users with support of line manager.

To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.

To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager

To support the line manager with banking and remittance service (including petty cash).

Physical Effort

Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment and office supplies or clinic consumables.

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.

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Recognise and remove barriers to action

Create an open and positive learning 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

Maintain privacy and ensure confidential information is kept safe

Question poor practice, process & behaviour

The post holder is required to take reasonable care for his/her own health and safety and that of other persons who may be affected by his/her acts of omissions. The post holder is also required to ensure that all staff under his/her control adheres to relevant statutory regulations, Livewell Southwest policies, department safety procedures, COSHH.

The post holder is required to conform to Livewell Southwest policies on Health and Safety, Fire procedures and Confidentiality and to attend any training sessions as required. A copy of the Health and Safety Policy is available from the Healthnet or from the Risk Management Department.

The post holder is required to conform to Livewell Southwest policies on HIV and AIDS.

The job description may change as the post develops, but such change will not take place without consultation between the post holder and his/her manager.