Job summary
Permanent - up to 37.5 hours per week.
An exciting opportunity has arisen within Livewell Southwest Public Health Nursing Service and we are looking to recruit a Band 2 Administrative Assistant to work within the Public Health Nursing Administrative Hub.
As an Administrative Assistant within the Admin Hub, you will pay a vital role in ensuring the smooth and efficient operation of centralized administrative services. The dynamic position supports multiple teams by providing high quality, consistent administrative support in a fast paced environment.
Main duties of the job
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.
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Job Share(s) Considered
"please note that 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
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
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.
To produce
minutes as an accurate record of meetings, transcribing and distributing as
directed, with supervision as appropriate.
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 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.
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
To
support the line manager with banking and remittance service (including petty
cash).
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
Undertake
research and development as directed.
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 service, making bookings
where necessary and ensuring all equipment and documentation is available, in
conjunction with line manager where required.
To produce
minutes as an accurate record of meetings, transcribing and distributing as
directed, with supervision as appropriate.
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 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.
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
To
support the line manager with banking and remittance service (including petty
cash).
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
Undertake
research and development as directed.
Person Specification
Qualifications
Essential
- Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
- Good general education to GCSE level or equivalent.
- Intermediate word processing, MS Office word and excel.
Desirable
- Computer/Word processing qualifications to NVQ II or equivalent.
- ECDL
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.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Good understanding of confidentiality.
Desirable
- Ability to use Business applications and patient record systems.
- Knowledge of patient administration system.
- Understanding of Data Protection legislation.
Skills & Abilities
Essential
- 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.
- 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.
Person Specification
Qualifications
Essential
- Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
- Good general education to GCSE level or equivalent.
- Intermediate word processing, MS Office word and excel.
Desirable
- Computer/Word processing qualifications to NVQ II or equivalent.
- ECDL
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.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Good understanding of confidentiality.
Desirable
- Ability to use Business applications and patient record systems.
- Knowledge of patient administration system.
- Understanding of Data Protection legislation.
Skills & Abilities
Essential
- 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.
- 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.
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).
