Job responsibilities
To deliver an effective and competent level of secretarial and administrative support and
consistently deliver a client focussed service which promotes good customer service and effective
working relationships.
To be responsible for providing daily secretarial and administrative support in the allocated service
area ensuring business priorities are met for example: maintaining records, minute taking, data
inputting and reception duties.
Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which
may contain distressing information) as requested to meet service needs.
Working proactively to support team. Ability to work on own and proactively as part of a team
To provide the day-to-day supervision and line management of junior staff where appropriate.
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 post is expected to liaise and build positive working relationships with a variety of
stakeholders such as; clinical staff, general practices, service users and all other appropriate
bodies.
MAIN DUTIES/RESPONSIBILITIES - Management of service
To arrange 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.
Respond to telephone, email and written queries on behalf of the service area including call handling
where appropriate as agreed with line manager.
To produce informal and formal minutes as an accurate record of meetings, transcribing and
distributing as directed.
Maintain accurate and timely electronic and hard copy information e.g. training logs using
organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with
policies.
Supporting operational staff to access management information; electronic and hard copy.
Collect and collate data to enable managers to monitor budgets and performance in relation to
business support function with support of line manager.
Collect, collate and prepare information for service area users with support of line manager.
To provide support to customer and visitor reception areas, acting as the first point of enquiry and
sign posting individual to relevant information / service.
Support the management team to ensure that internal and external communication systems are in
place.
Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately
recorded, and where possible resolved within level of role or escalated appropriately, supporting
junior staff where necessary.
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, photocopying, are delivered in a timely
manner.
Promote the image of the department, checking that notices and leaflets are up to date & well
presented.
Demonstrate own activities to new or less experienced employees.
Financial management - 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 surveys or audits as directed.
COMMUNICATIONS AND RELATIONSHIPS -One of the main aspects of this role is to liaise and build positive working relationships with a variety
of stakeholders such as; clinical staff, general practices, service users and all other appropriate
bodies.
PHYSICAL DEMANDS OF THE JOB- 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.
ADDITIONAL INFORMATION FOR ALL POSTS - The post holder is required to comply with all relevant policies and procedures pertinent to their post.
Current versions can be found on the intranet or via your manager. The areas listed below are those
Livewell Southwest currently places particular emphasis on. Failure to follow correct policies and
procedures may result in disciplinary action.
Risk Management- In accordance with the Risk Management Strategy, employees will participate, whenever required,
with the risk management process. They will support line managers by attending mandatory and
statutory training, completing incident/accident forms for every adverse event or near miss that
occurs, report all defects and complaints, and communicate any dangerous situation to individuals
potentially at risk.
Health and Safety at Work- You must co-operate with those in authority and others in meeting the statutory requirements and in
following policies and procedures. A copy of the Health and Safety Policy is available from the
intranet or from the Risk Management Department.
You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a duty
to take reasonable care to avoid injury to yourself and to others affected by your work activities.
You will be notified where your post carries a requirement for immunisation.
You may be required to be able to undertake physical intervention training and participate in physical
intervention as part of a physical intervention team and Basic Life Support (BLS).
Infection Control -
Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal of
emphasis on the responsibility of all staff to ensure their own personal and others compliance with
Infection Control (including Hand Washing) Policies. All staff must comply with infection control
policies and guidance, attend relevant updates and report issues of concern to their immediate line
manager (if no action or explanation received, then it is the individuals responsibility to escalate their
concerns to the Director of Operations or Chief Executives Office).
Safeguarding Children and Adults- All employees have a duty to safeguard and promote the welfare of children and adults and are
required to act in such a way that at all times safeguards their health and wellbeing. Familiarisation
with and adherence to national and local safeguarding adults and children policies is an essential
requirement upon all employees. Livewell Southwest has specific safeguarding policies and in
addition, employees also have a responsibility to practice and work within the multi-agency policy
developed by the Safeguarding Adults Board and the Safeguarding Children Board. Staff are also
required to participate in related mandatory/statutory training.
Sustainability and climate change -
All staff are expected to take responsibility for the reduction of carbon emissions within their area of
the organisation. In particular this may relate to reducing energy consumption, making low carbon
travel choices, consideration of goods and services being purchased, and waste reduction.
Other- This Job Description is not exhaustive and may change as the post develops, but such change will
not take place without consultation between the post holder and their manager. Job descriptions
should be reviewed at least annually at the appraisal meeting.
The Working Time Regulations apply to all employees of Livewell Southwest. In particular, Livewell
Southwest will not permit staff in all employments to work in excess of 48 hours in any one week
except where there are exceptional service needs where an absolute limit of averaging over a
reference period of 17 weeks would apply.
Livewell Southwest has adopted NO SMOKING and NO ALCOHOL policies for staff, which applies
to all posts. Details of the policy are available on request and will be included in the statement of
main terms and conditions of service of staff appointed.
