Job summary
- 37.5 hours per week.
- To work as part of the multidisciplinary team at the Thornberry Centre, to assist the clinical team in all aspects of patient care and provide day to day administrative services to support the clinical staff, ensuring a patient orientated service is provided. The clinical team consists of a Consultant in Rehabilitation Medicine, Physiotherapist, Prosthetists and Specialist Nurse.
- To work as a highly motivated team member taking responsibility for all associated clinical and organisational tasks as defined by the job description
- The Prosthetic Service provides services for the population of Plymouth, South and West Devon, Cornwall and the Isles of Scilly
Main duties of the job
To
deliver an effective and competent level of administrative support and
consistently deliver a client focused 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.
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.
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 informal minutes as an
accurate record of meetings, transcribing and distributing as directed
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, filing and
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 as directed and
report to Line Manager low levels.
Undertake research and development as directed
To
generate and print letters to patients, therapists and GPs as required.
To
ensure as part of the team that all answering machine messages are actioned
by a member of the team or by routing to department.
To
be responsible for recording accurate, legible and full written/electronic
patient records particularly the recording of telephone conversations and
letters in accordance with current local and national guidelines.
To
accurately enter data into the service patient administration system to
ensure accurate and comprehensive patient records.
To
be flexible with your working skills and carry out a range of administrative
duties in support of the services on an everyday basis to meet the current
demands of the services, as required by the Prosthetic Admin Team Lead,
liaising with colleagues as appropriate.
To
actively participate in development in own area by suggesting and commenting
on proposed changes and recommending procedural changes as required, ensuring
implementation of policies for own area.
To
actively contribute to the development of Prosthetic administration and
office procedures encouraging maximum efficiency and accuracy.
To
be aware of developments within the service, passing information as
appropriate on to patients and other enquirers.
To
collate and input data relating to Friends and Family Questionnaire.
To
carry out any other duties as required by the service, commensurate with the
level/grade of the post.
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 informal minutes as an
accurate record of meetings, transcribing and distributing as directed
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, filing and
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 as directed and
report to Line Manager low levels.
Undertake research and development as directed
To
generate and print letters to patients, therapists and GPs as required.
To
ensure as part of the team that all answering machine messages are actioned
by a member of the team or by routing to department.
To
be responsible for recording accurate, legible and full written/electronic
patient records particularly the recording of telephone conversations and
letters in accordance with current local and national guidelines.
To
accurately enter data into the service patient administration system to
ensure accurate and comprehensive patient records.
To
be flexible with your working skills and carry out a range of administrative
duties in support of the services on an everyday basis to meet the current
demands of the services, as required by the Prosthetic Admin Team Lead,
liaising with colleagues as appropriate.
To
actively participate in development in own area by suggesting and commenting
on proposed changes and recommending procedural changes as required, ensuring
implementation of policies for own area.
To
actively contribute to the development of Prosthetic administration and
office procedures encouraging maximum efficiency and accuracy.
To
be aware of developments within the service, passing information as
appropriate on to patients and other enquirers.
To
collate and input data relating to Friends and Family Questionnaire.
To
carry out any other duties as required by the service, commensurate with the
level/grade of the post.
Person Specification
Qualifications
Essential
- Educated to NVQ 2 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience
- Good general education to GCSE level or equivalent
- Intermediate word processing, MS Office word and excel
- Good understanding of confidentiality
Desirable
- Computer/Word processing qualifications i.e. RSA2/3 or equivalent
- European Computer Driving License (ECDL) or equivalent knowledge
- 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
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.
Personal Attributes
Essential
- Helpful, calm and polite manner
- Empathy and patience with elderly and disabled people
- Effective team and lone working
- Enthusiastic, trustworthy and reliable
- Good communication skills
- Highly motivated
- Adaptable/Flexible Approach
Person Specification
Qualifications
Essential
- Educated to NVQ 2 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience
- Good general education to GCSE level or equivalent
- Intermediate word processing, MS Office word and excel
- Good understanding of confidentiality
Desirable
- Computer/Word processing qualifications i.e. RSA2/3 or equivalent
- European Computer Driving License (ECDL) or equivalent knowledge
- 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
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.
Personal Attributes
Essential
- Helpful, calm and polite manner
- Empathy and patience with elderly and disabled people
- Effective team and lone working
- Enthusiastic, trustworthy and reliable
- Good communication skills
- Highly motivated
- Adaptable/Flexible Approach
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).
