Administrative Assistant
Posted 1 day 14 hours ago by NHS
We are seeking an enthusiastic and motivated individual to join our team in an Administrative role as part of a job share.
We are excited to relocate soon to a newly refurbished ward on the Mount Gould Hospital site, which will include an additional six stepdown beds. The successful candidate will play a key role in supporting our transition and providing high quality administrative support to our staff team and up to 15 patients.
The ideal candidate will demonstrate excellent customer care, strong communication and organisational skills, and the ability to manage time effectively while working under pressure and to tight deadlines. Experience using electronic patient record systems would be advantageous, however a willingness to develop skills, improve systems, and support efficient ways of working is more important.
A Vocational Qualification Level II (or equivalent qualification) or substantial relevant experience is essential for this role.
As this post is based within a busy ward environment, the successful candidate will need to work confidently in and around the team and be comfortable engaging with service users. Experience of working with individuals who experience mental health difficulties is desirable but not essential. A compassionate and person centred approach is key and aligns closely with our organisations values.
Main duties of the jobTo deliver an effective andcompetent level of administrative support and consistently deliver a clientfocussed service which promotes good customer service and effective workingrelationships.
To be responsible for providingdaily administrative support in the allocated service area ensuring businesspriorities are met for example: maintaining records, minute taking, datainputting, welcoming visitors, preparing for meetings and answering the telephone.
Working proactively to supportteam by establishing processes that are timesaving that free up time forpatient care.
The job description andperson specification are an outline of the tasks, responsibilities and outcomesrequired of the role. The job holder will need to be flexible to carry out anyother duties as may be reasonably required by their line manager.
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
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
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
About usLivewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall. Our teams work in community hospitals, GP practices, sportscentres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration. We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.
We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place. Centering our work on individual needs helps people leadhealthy, independent lives.
We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships. Our induction and preceptorshipprograms ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job responsibilitiesProvidesupport to unit, service users, staff andvisitor areas, acting as thefirst point of enquiry and sign posting individual to relevant information / andmaking people feel welcome.
Promotethe image of the service, checking that notices and leaflets are up to date& well presented.
Ensure that allcomplaints, compliments, concerns, comments and suggestions are appropriatelyrecorded, and where possible resolved within level of role or escalatedappropriately.
Respondto telephone, email and written queries on behalf of the service area includingcall handling where appropriate asagreed with line manager.
Arrangeappointments, meetings and events on behalf of the service, making bookingswhere necessary and ensuring all equipment and documentation is available, inconjunction with line manager where required.
To produce minutes as an accurate record of meetings,transcribing and distributing as directed, with supervision as appropriate.
Tomaintain accurate and timely electronic and hard copy information using organisational systemsas 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 inrelation to business support function with support of line manager.
Collect and prepare information for service area users with supportof line manager.
Maximisethe use of electronic systems to enable effective management of the servicearea such as Microsoft Office, patient record systems and rostering systems
Becompliant with the Data Protection and record management policies andprocedures with particular reference to confidentiality and safeguardingissues.
Beproactive and contribute ideas for improvement in the way the service isdelivered.
Ableto work on own initiative, prioritising work within defined policies andprocedures to set timescales.
Ensurethat all office support services e.g. post, fax, filing, photo copying, aredelivered in a timely manner.
Demonstrateown activities to new or less experienced employees.
Toprocess and pass for payment all relevant invoices in a timely manner inaccordance with business process, with support of line manager
Tosupport the line manager with banking and remittance service (including pettycash).
Monitorstock e.g. stationery and order supplies and equipment as required within thebusiness area.
Undertakeresearch and development as directed.
Person Specification Qualifications- 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
- Computer/Word processing qualifications to NVQ II or equivalent
- ECDL
- Experience of working in an administrative environment using computerised data systems.
- Experience of team working
- Knowledge of patient administration system
- Understanding of Data Protection legislation
- 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
- Working knowledge of Microsoft Office including Word and Excel
- Good understanding of confidentiality
- Ability to use Business applications and patient record systems
- Knowledge of patient administration system
- Understanding of Data Protection legislation
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.