Job summary
32 hours per week
Due to the need to cover the operating hours, the below working pattern is non-negotiable.
Monday: 8am-6pm
Tuesday: 10am-6pm
Wednesday: Day Off
Thursday: 8am-4pm
Friday 8am-4pm
Please note we may close this job advert earlier than the specified deadline if a high number of applications are submitted. To avoid disappointment, we therefore recommend you submit your application at the earliest opportunity.
An exciting opportunity has arisen for an enthusiastic
individual to join our front of house admin team. Plymouth Talking Therapies is
an Improving Access to Psychological Therapies service (IAPT) and provide
talking therapies to the people of Plymouth who require support for mild to
moderate anxiety and depression. You will be based within Centre Court, Exeter
Street.
Plymouth Talking Therapies currently operates from 8am 6pm,
Mondays, Wednesdays, Thursdays and Fridays and 8am - 8pm on Tuesdays.
Our best asset is our workforce, and we welcome the
involvement of all staff in helping to shape the future of the organisation. We
want the right staff and are looking for highly motivated, experienced and
qualified professionals to join our supportive and friendly teams.
Please note that this role is not eligible for sponsorship
under the Skilled Worker route.
All Livewell staff are expected to be able and willing to
work across a 7-day service.
Interviews will take place Week Commencing 17th November
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:
answering calls, booking appointments, using an electronic patient record
system, reception duties, processing referrals and supporting the wider team
with admin tasks to support the functioning of the service and working
proactively to support a team.
The job description and person specification are an outline
of the tasks, responsibilities and outcomes required for 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
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.
Process online referrals and manage referrals made over the
telephone.
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.
Monitor stock e.g. stationery and order supplies and
equipment as required within the business area.
Undertake research and development as directed.
Key holder to open and close the building securely as
necessary.
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.
Process online referrals and manage referrals made over the
telephone.
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.
Monitor stock e.g. stationery and order supplies and
equipment as required within the business area.
Undertake research and development as directed.
Key holder to open and close the building securely as
necessary.
Person Specification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Good understanding of confidentiality.
Desirable
- Knowledge of patient administration system.
- Understanding of Data Protection legislation.
- Ability to use Business applications and patient record systems.
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.
Skills
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.
Qualifications
Essential
- Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
- Maths & English GCSE Grades 4 and above or equivalent.
- 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
Person Specification
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel.
- Good understanding of confidentiality.
Desirable
- Knowledge of patient administration system.
- Understanding of Data Protection legislation.
- Ability to use Business applications and patient record systems.
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.
Skills
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.
Qualifications
Essential
- Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
- Maths & English GCSE Grades 4 and above or equivalent.
- 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
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).
