Respiratory Administrator

Main duties of the job 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, co ordinating referrals into the service. Working proactively to support the team.

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 excellent communication and organisational skills, good time management and the ability to prioritise one's own workload. You will need to be able to work under your own initiative within the team.

The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

"PLEASE NOTE THAT THIS ROLE IS NOT ELIGIBLE FOR SPONSORSHIP UNDER THE SKILLED WORKER ROUTE"

All Livewell Southwest staff are expected to be able and willing to work across a seven 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 programmes, and funding for qualifications such as the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programmes 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 responsibilities 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 teams.

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individuals 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 the 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.

Produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.

Maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Support 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, photo copying - are delivered in a timely manner.

Demonstrate own activities to new or less experienced employees.

Process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.

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.

Physical Effort:

Frequent sitting & standing. Inputting at a keyboard for most of the day, frequent light effort to lift, sort & file case notes.

May have to occasionally move presentation equipment and office supplies or clinic consumables.

Mental Effort:

Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.

The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.

Emotional Effort:

There may be some exposure to service users who may exhibit difficult & challenging behaviours.

Working Conditions:

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for a high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Working together

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Recognise and remove barriers to action

Create an open and positive learning culture

Learn from mistakes & ask others for support where necessary

Be aware of one's own behaviour, values, attitudes, strengths and weaknesses.

Ability to reflect on one's behaviour and change them.

Uphold the values and be proud to be part of the organisation

Ensure appearance is professional & name badge visible

Act With Integrity

Be honest and do what you say you will do

Take responsibility and be accountable for your actions

Guard and build the organisation's reputation

Take into account the human and social impact of our work

Treat everyone in a friendly, courteous manner; smile & make eye contact

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Agree on our goals and see them through

Treat each other with dignity and respect

Learn from each others experiences

Understand and recognise each others contributions of being of equal value

Be prepared to challenge the status quo

Contribute to the organisation's success

Stretch the boundaries of personal performance

Look for better ways of working to achieve improvements

Caring for patients

Aim to meet the needs of our patients and partners in care

Use initiative to enhance care in innovative and imaginative ways

Provide a high quality and safe service for patients

Maintain privacy and ensure confidential information is kept safe

Question poor practice, process & behaviour

Person Specification Experience

• Experience of working in an administrative environment using computerised data systems.
• Experience of team working.
• Ability to use Business applications and patient record systems.
• Knowledge of patient administration system.
• Understanding of Data Protection legislation.

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.

Additional skills

• 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; organized . click apply for full job details