Team Administrator

Thispost is for 15 hours per week, split over two days.

Areyou looking for a rewarding career in health and social care administration,with customer service, teamwork, support and development at the heart of therole?

Weare looking to recruit a highly motivated and enthusiastic individual to jointhe Specialist Outreach Recovery Team (SORT) based at Avon House, Mount Gould.

SORT works with service users who have a rangeof mental health difficulties. We are a multi-disciplinary team of ConsutantsPsychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, SupportWorkers and other key professionals supported by a strong administrativeteam.

Main duties of the job

Your role will be to provide administrative support tothe team, cover the telephones and on occasion the reception area. Your taskswill include answering the telephone, handling a shared mailbox, updatingpatient records, inputting information onto relevant specialist systemsincluding E-Referrals and SystmOne, completing accurate record keeping andfiling and being a point of contact for our clinical team.

The post requires you tohave excellent communication and organisational skills, good timemanagement and the ability to prioritise own work load.

Youwill need a positive attitude towards people experiencing mental healthproblems, and have excellent customer care skills. You will need to be able towork 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 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 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 usingorganisational systems as directed and in line with policies. Supporting operational staff to accessmanagement 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 timelymanner 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 asrequired within the business area.

4.3 Responsibility for administration

Provide support to customer and visitor reception areas, acting asthe first point of enquiry and sign posting individual to relevant information/ service.

Promote the image of the department, checking that notices andleaflets are up to date & well presented.

Respond to telephone, email and written queries on behalf of theservice area including call handling where appropriate as agreed with linemanager.

Arrange appointments, meetings and events on behalf of theservice, making bookings where necessary and ensuring all equipment anddocumentation is available, in conjunction with line manager where required

Ensurethat all complaints, compliments, concerns, comments and suggestions areappropriately recorded, and where possible resolved within level of role orescalated appropriately.

Toproduce minutes as an accurate record of meetings, transcribing anddistributing as directed, with supervision as appropriate.

To maintain accurate and timely electronic and hard copy information usingorganisational systems as directed and in line with policies. Supporting operational staff to accessmanagement information; electronic and hard copy.

4.4 Responsibility for people who use our services

Toarrange, monitor and process all referrals into the team as necessary.

Collectand prepare information for service area users withsupport of line manager

4.5 Responsibility for implementation ofpolicy and/or service developments

Be compliant with the Data Protection and record managementpolicies and procedures with particular reference to confidentiality andsafeguarding issues.

Be proactive and contribute ideas for improvement in the way theservice is delivered.

Able to work on own initiative, prioritising work within definedpolicies and procedures to set timescales.

4.6 Other Responsibilities

Maximise the use of electronic systems to enable effectivemanagement of the service area such as Microsoft Office and patient recordsystems.

The jobdescription and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need tobe flexible to carry out any other duties as may be reasonably required bytheir line manager.

COMMUNICATIONSAND RELATIONSHIPS

Maintain and develop effective internal/external workingrelationships and contribute to a whole system approach.

Communicate with key internal and external stakeholders e.g.managers, employees, team members.

Attendand contribute to staff meetings

Person Specification Experience

• Experience of working in an administrative environment using computerised data systems.
• Experience of team working
• Experience of working in a health or social care office environment

Knowledge

• 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

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
• ECDL

Specific 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
• 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.