Service Administrator
Job Description
Job summary
37.5 hours per week.
You will be joining the Frequent Use Empowerment and Support (High Intensity Use) service which aims to reduce and de-escalate inappropriate use of emergency department by identifying and mitigating the gaps in the persons unmet needs via social determinants of health.
As such this exciting job is at the very heart of the most crucial work underway to ensure a safe service to identified population. The primary role will operate within Frequent User Empowerment and Support Service (FUSE) but hybrid post holder may be required to work across a number of different locations & teams providing reciprocal cover arrangements
Main duties of the job
To deliver an effective and competent level of administrative support 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 manipulating, and creating directories.
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 and independently to support the team. Ability to work on own and proactively as part of a team, flagging any issues that may arise as 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.
To create and maintain a directory of stakeholders, ensuring this is kept up to date and stored appropriately.
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.
Please note that Livewell may close the job advertisement earlier than the specified deadline.
All staff are expected to be able and willing to work across a 7 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 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
Maintain information platforms of the team 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, email are delivered in a timely manner.
Person Specification
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
Desirable
- NVQ 3 in Business Administration or equivalent
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
Desirable
- Experience of working in a health or social care office environment.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word, Teams, Excel, Co-pilot.
- Understanding of confidentiality & data protection act.
- Able to build effective working relationships with customers and colleagues/staff.
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation.
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Knowledge of Power BI.
Skills and Abilities
Essential
- Good writing, typing, data entry and telephone skills ensuring accuracy.
- 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.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Livewell Southwest
Address
200 Mount Gould Road
Mount Gould
Plymouth
Devon
PL4 7PY
United Kingdom
