Community Integrated Teams Administrator
Job Description
Job summary
22.5 hours per week
An exciting opportunity has arisen for a motivated and skilled Administrator to join our Community Integrated Team. This role offers the chance to be part of a dedicated and supportive team, ensuring the smooth operation of administrative tasks that contribute to delivering high-quality, patient-focused care.
In this role, you'll manage essential administrative tasks, coordinate meetings, take accurate minutes, schedule appointments, and maintain records all while working alongside a dedicated and supportive team. Your ability to work independently, communicate effectively, and utilise IT systems will be invaluable in driving efficiency and excellence.
This is a fantastic opportunity to grow your career in a healthcare environment where your skills and contributions truly make a difference. If you're looking for a role with variety, development opportunities, and the chance to be part of a meaningful service, apply today!
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.
All Livewell staff are expected to be able and willing to work across a 7-day service.
Job Share(s) Considered
Please note that this role may not be eligible for sponsorship under the Skilled Worker route.
Main duties of the job
As an Administrator, you will play a key role in supporting the service with a range of administrative responsibilities. Your role will involve:
- Providing efficient administrative support to enhance service delivery.
- Minute-taking - responsible for recording and summarising meetings. Including, preparing for the meeting, recording key information, writing clear and concise minutes and distributing to relevant parties.
- Independently accessing various IT systems to obtain and input patient data.
- Scheduling appointments, meetings, and events, ensuring all follow-up actions are completed.
- Supporting the Business Support Manager in processing data and maintaining records.
- Supporting all services to run effectively within the clinic.
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 responsibilities
1. Locality
Plympton Clinic - Based in a locality but may be moved dependant on organisational need
2. Job Title
Community Integrated Teams Administrator
3. Pay Band
Band 3
4. Base and Service (this needs to reflect the service and where the work is delivered):
The primary role will be within the Community Integrated Teams, but post holder may be required to work across a number of different locations & teams providing reciprocal cover arrangements
5. Reports to (Line Manager):
Business Support Manager
6. Accountable to (Professionally/managerially): (optional)
Senior manager
7. Dimensions and Context of Role
To deliver an effective and competent level of administrative support for the Community Integrated Teams and consistently deliver a client focussed 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.
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.
9. Key Tasks and Responsibilities of the Post
Management of service
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.
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.
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.
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.
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, fax, filing, photocopying, are delivered in a timely manner.
Staff management & development
Provide the day-to-day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
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.
10. Physical Effort: Frequent sitting & standing. Inputting at a keyboard for ...
