Job summary
This
post is for 15 hours per week, split over two days.
Are
you looking for a rewarding career in health and social care administration,
with customer service, teamwork, support and development at the heart of the
role?
We
are looking to recruit a highly motivated and enthusiastic individual to join
the Specialist Outreach Recovery Team (SORT) based at Avon House, Mount Gould.
SORT works with service users who have a range
of mental health difficulties. We are a multi-disciplinary team of Consutants
Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support
Workers and other key professionals supported by a strong administrative
team.
Main duties of the job
Your role will be to provide administrative support to
the team, cover the telephones and on occasion the reception area. Your tasks
will include answering the telephone, handling a shared mailbox, updating
patient records, inputting information onto relevant specialist systems
including E-Referrals and SystmOne, completing accurate record keeping and
filing and being a point of contact for our clinical team.
The post requires you to
have excellent communication and organisational skills, good time
management and the ability to prioritise own work load.
You
will need a positive attitude towards people experiencing mental health
problems, and have excellent customer care skills. You will need to be able to
work under your own initiative within the team.
Please note that this role is not eligible for sponsorship under the Skilled Worker route.
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
4.1 Responsibility for People Management
Demonstrate own activities to new or less experienced employees.
Undertake research and development as directed.
4.2 Responsibility for financial and/or physical resources
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.
Ensure that all office support services e.g. post, fax, filing,
photo copying, are delivered in a timely manner.
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.
4.3 Responsibility for administration
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.
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
Ensure
that all complaints, compliments, concerns, comments and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately.
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.
4.4 Responsibility for people who use our services
To
arrange, monitor and process all referrals into the team as necessary.
Collect
and prepare information for service area users with
support of line manager
4.5 Responsibility for implementation of
policy and/or service developments
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.
4.6 Other Responsibilities
Maximise the use of electronic systems to enable effective
management of the service area such as Microsoft Office and patient record
systems.
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.
COMMUNICATIONS
AND RELATIONSHIPS
Maintain and develop effective internal/external working
relationships and contribute to a whole system approach.
Communicate with key internal and external stakeholders e.g.
managers, employees, team members.
Attend
and contribute to staff meetings
Job description
Job responsibilities
4.1 Responsibility for People Management
Demonstrate own activities to new or less experienced employees.
Undertake research and development as directed.
4.2 Responsibility for financial and/or physical resources
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.
Ensure that all office support services e.g. post, fax, filing,
photo copying, are delivered in a timely manner.
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.
4.3 Responsibility for administration
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.
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
Ensure
that all complaints, compliments, concerns, comments and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately.
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.
4.4 Responsibility for people who use our services
To
arrange, monitor and process all referrals into the team as necessary.
Collect
and prepare information for service area users with
support of line manager
4.5 Responsibility for implementation of
policy and/or service developments
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.
4.6 Other Responsibilities
Maximise the use of electronic systems to enable effective
management of the service area such as Microsoft Office and patient record
systems.
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.
COMMUNICATIONS
AND RELATIONSHIPS
Maintain and develop effective internal/external working
relationships and contribute to a whole system approach.
Communicate with key internal and external stakeholders e.g.
managers, employees, team members.
Attend
and contribute to staff meetings
Person Specification
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
- Ability to use Business applications and patient record systems
Desirable
- Knowledge of patient administration system
- Understanding of Data Protection legislation
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
Specific 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
Person Specification
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
- Ability to use Business applications and patient record systems
Desirable
- Knowledge of patient administration system
- Understanding of Data Protection legislation
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
Specific 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
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).
