Senior Administrator

Livewell Southwest; Plymouth; On-site; GBP 25,000 - 30,000; Full time

Job summary

A community health service located in Plymouth is seeking a band 3 Senior Administrator to provide administrative support for the Child and Adolescent Mental Health Services. The role requires excellent customer care and communication skills alongside NVQ 3 level qualifications or substantial experience. The candidate must thrive in a fast-paced environment, manage responsibilities autonomously, and engage positively with various stakeholders. The position offers development opportunities and promotes a collaborative working environment.

Benefits

A minimum of three days protected CPD for registered staff

Development pathways for unregistered staff

Leadership programmes

Coaching and mentoring

Induction programme tailored to your needs

Qualifications

• Experienced in an administrative environment with computerized data systems.
• Supervisory experience is preferred.
• Experience in a health or social care office environment.

Responsibilities

• Provide secretarial and administrative support to the CAMHS service.
• Manage records, take minutes and handle data input.
• Liaise with stakeholders to build positive working relationships.

Skills

Excellent customer care skills

Strong communication skills

Organizational skills

Good time management

Ability to work under pressure

Education

NVQ 3 in a relevant subject or equivalent

Tools

Microsoft Office (Word, Excel)

SystmOne

Job description

An exciting opportunity has become available to join the Child and Adolescent Mental Health Services (CAMHS) as a band 3 Senior Administrator. Are you an experienced, highly flexible and enthusiastic administrator who enjoys working in a fast paced progressive environment, then we would be delighted to hear from you.

The successful candidatewill be the administrator for the CAMHS Early Help Pathway which sits within the CAMHS service. However, the post holder willbe required to support other teams within CAMHS with various duties dependant onservice demand. The applicant must be able to manage a pressured environmentand a requirement to work autonomously.

Main duties of the job

The successful candidate will be able to demonstrate excellentcustomer care skills, communication and organisational skills and good timemanagement with ability to work well under pressure and to tight deadlines.NVQ3 or equivalent qualifications or substantial previous experience areessential for this role.

All Livewell Southwest staff are expected to able and willing to work across a 7 day service.

"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"

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

About us

"please notethat this role may not be eligible for sponsorship under the Skilled Workerroute, please refer to the Direct Gov website for more information with regardsto eligibility"

Livewell Southwest values its staff and makes investment intheir development a priority. Currently we offer the following developmentopportunities for staff:

• Aminimum of three days protected CPD for registered staff
• Developmentpathways for unregistered staff from apprentice to bands 2, 3 and 4 and forregistered staff in bands 5, 6, 7 and 8
• Leadershipprogrammes
• Coachingand mentoring
• MedicinesManagement, leg Ulcer Management and Assessment Training
• Accessand funding for training including Care Certificate, AssistantPractitioners Course and Scholarship Into Nurse Training
• RobustPreceptorship
• Aninduction programme tailored to your needs
• Relocationpackage may be considered for the right candidate for certain roles

Livewell Southwest can allow existing members of the NHSPension Scheme to continue their membership when they join the organisation.

Job responsibilities

To deliver an effective and competent level of secretarial and administrative support andconsistently deliver a client focussed service which promotes good customer service and effectiveworking relationships.

To be responsible for providing daily secretarial and administrative support in the allocated servicearea ensuring business priorities are met for example: maintaining records, minute taking, datainputting and reception duties.

Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (whichmay 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 andoutcomes required of the role. The job holder will need to be flexible to carry out any other dutiesas may be reasonably required by their line manager.

This post is expected to liaise and build positive working relationships with a variety ofstakeholders such as; clinical staff, general practices, service users and all other appropriatebodies.

MAIN DUTIES/RESPONSIBILITIES - Management of serviceTo arrange meetings and events on behalf of the service, making bookings where necessary andensuring all equipment and documentation is available, in conjunction with line manager whererequired.

Respond to telephone, email and written queries on behalf of the service area including call handlingwhere appropriate as agreed with line manager.

To produce informal and formal minutes as an accurate record of meetings, transcribing anddistributing as directed.

Maintain accurate and timely electronic and hard copy information e.g. training logs usingorganisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line withpolicies.

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 tobusiness support function with support of line manager.

Collect, collate and prepare information for service area users with support of line manager.

To provide support to customer and visitor reception areas, acting as the first point of enquiry andsign posting individual to relevant information / service.

Support the management team to ensure that internal and external communication systems are inplace.

Ensure that all complaints, compliments, concerns, comments and suggestions are appropriatelyrecorded, and where possible resolved within level of role or escalated appropriately, supportingjunior staff where necessary.

Maximise the use of electronic systems to enable effective management of the service area such asMicrosoft Office and patient record systems.

Be compliant with the Data Protection and record management policies and procedures withparticular 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 settimescales.

Ensure that all office support services e.g. post, filing, photocopying, are delivered in a timelymanner.

Promote the image of the department, checking that notices and leaflets are up to date & wellpresented.

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 withbusiness 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.

COMMUNICATIONS AND RELATIONSHIPS -One of the main aspects of this role is to liaise and build positive working relationships with a varietyof stakeholders such as; clinical staff, general practices, service users and all other appropriatebodies.

PHYSICAL DEMANDS OF THE JOB- Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort& file case notes.

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

ADDITIONAL INFORMATION FOR ALL POSTS - The post holder is required to comply with all relevant policies and procedures pertinent to their post.Current versions can be found on the intranet or via your manager. The areas listed below are thoseLivewell Southwest currently places particular emphasis on. Failure to follow correct policies andprocedures may result in disciplinary action.

Risk Management- In accordance with the Risk Management Strategy, employees will participate, whenever required,with the risk management process. They will support line managers by attending mandatory andstatutory training, completing incident/accident forms for every adverse event or near miss thatoccurs, report all defects and complaints, and communicate any dangerous situation to individualspotentially at risk.

Health and Safety at Work- You must co-operate with those in authority and others in meeting the statutory requirements and infollowing policies and procedures. A copy of the Health and Safety Policy is available from theintranet or from the Risk Management Department.

You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a dutyto take reasonable care to avoid injury to yourself and to others affected by your work activities.You will be notified where your post carries a requirement for immunisation.

You may be required to be able to undertake physical intervention training and participate in physicalintervention as part of a physical intervention team and Basic Life Support (BLS).

Infection Control -Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal ofemphasis on the responsibility of all staff to ensure their own personal and others compliance withInfection Control (including Hand Washing) Policies. All staff must comply with infection controlpolicies and guidance, attend relevant updates and report issues of concern to their immediate linemanager (if no action or explanation received, then it is the individuals responsibility to escalate theirconcerns to the Director of Operations or Chief Executives Office).

Safeguarding Children and Adults- All employees have a duty to safeguard and promote the welfare of children and adults and arerequired to act in such a way that at all times safeguards their health and wellbeing. Familiarisationwith and adherence to national and local safeguarding adults and children policies is an essentialrequirement upon all employees. Livewell Southwest has specific safeguarding policies and inaddition, employees also have a responsibility to practice and work within the multi-agency policydeveloped by the Safeguarding Adults Board and the Safeguarding Children Board. Staff are alsorequired to participate in related mandatory/statutory training.

Sustainability and climate change -All staff are expected to take responsibility for the reduction of carbon emissions within their area ofthe organisation. In particular this may relate to reducing energy consumption, making low carbontravel choices, consideration of goods and services being purchased, and waste reduction.

Other- This Job Description is not exhaustive and may change as the post develops, but such change willnot take place without consultation between the post holder and their manager. Job descriptionsshould be reviewed at least annually at the appraisal meeting.The Working Time Regulations apply to all employees of Livewell Southwest. In particular, LivewellSouthwest will not permit staff in all employments to work in excess of 48 hours in any one weekexcept where there are exceptional service needs where an absolute limit of averaging over areference period of 17 weeks would apply.

Livewell Southwest has adopted NO SMOKING and NO ALCOHOL policies for staff, which appliesto all posts. Details of the policy are available on request and will be included in the statement ofmain terms and conditions of service of staff appointed.

Person Specification

Experience

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members
• Experience of working in a health or social care office environment.

Knowledge

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff
• Ability to use Business applications and patient record systems
• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Skills & Abilities

• Clear communicator with 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

Qualifications

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or
• and knowledge
• RSA II typing or equivalent qualification or
• and knowledge
• NVQ 3 in Business Administration or equivalent

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.

Full-time,Part-time,Job share,Flexible working