Job summary22.5 hours per week.We are looking to recruit a highly motivated, and enthusiastic individual to join the Community Nursing Admin Team, based at Abbey Rise Tavistock.The post requires excellent communication and organisational skills, good time management, and the ability to prioritise own workload, working under your own initiative.Your role will be to support the Community Nursing Service with Administration duties that ensure the effective operational running of a community nursing service. Your role in the admin team will include, but not be exhaustive of, Answering patient calls, monitoring the DN inbox, maintaining accurate and up to date patient files on SystemOne, assisting with Staff rosters, and maintaining Supply chains. We require someone with experience of office administration/secretarial work, and who is proficient in efficient, precise and accurate record keeping.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.Main duties of the jobTo 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 to the community nursing service, ensuring business priorities are met for example: maintaining records, minute taking, data inputting and management of team inbox.Working proactively to support team. Ability to work on own and proactively as part of a team.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.About usLivewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.Valuing our employees making an investment in their development a priority. We offer:Protected CPD time for registered staffVarious development pathways and ongoing regular training packages for all staffLeadership & mentoring programmesAccess & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse TrainingA Robust PreceptorshipA bespoke induction programmeExisting members of the NHS Pension Scheme can continue their membership when they join the organisation.Job descriptionJob responsibilitiesManagement of serviceProvide 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.Demonstrate own activities to new or less experienced employees.Financial managementTo process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.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 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.11. 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.12. Emotional Effort:There may be some exposure to service users who may exhibit difficult & challenging behaviours.13. Working conditions:Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for 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.14. Key Behaviour Competencies:Working togetherBe straightforward in our dealings with each other and build relationships.Create an open and positive culture.Learn from mistakes & ask others for support where necessary.Be aware of ones own behaviour, values, attitudes, strengths, and weaknesses.Ability to reflect on ones 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 IntegrityBe honest and do what you say you will do.Take responsibility and be accountable for your actions.Guard and build the organisations 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 TogetherBe 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 respectLearn 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 organisations success.Stretch the boundaries of personal performance.Look for better ways of working to achieve improvements.Caring for patientsAim to meet the needs of our patients and partners in care.Use initiative to enhance care in innovative and imaginative ways.Respect individual cultural differences; challenge bias & prejudiceProvide a high quality and safe service for patients.Maintain privacy and ensure confidential information is kept safe.Question poor practice, process & behaviourPerson SpecificationQualificationsEssentialMaths & English GCSE Grades 4 and above or equivalentVocational Qualification Level III in Business Administration or equivalent skills; knowledge and experienceExperienceEssentialSubstantial experience of working in administration.Experience of navigating and updating SystmOne.All aspects of office administration.DesirableExperience of minute taking and the management of arranging face-to-face and virtual meetings.ExperienceEssentialSubstantial experience of working in administration.Experience of navigating and updating SystmOne.All aspects of office administration.DesirableExperience of minute taking and the management of arranging face-to-face and virtual meetings.KnowledgeEssentialWorking knowledge of Microsoft Office including Word, Excel and MS Teams.Understanding of confidentiality & Data Protection Act.Able to build effective working relationships with clients and colleagues/staff. Working knowledge of SystmOne.DesirableUnderstanding of Adult Safeguarding and how best to share informationSkillsEssentialExcellent communication skills, with excellent face to face, writing, typing, data entry and telephone skill. 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. To be 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 CheckThis 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 SponsorshipApplications 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 detailsEmployer nameLivewell SouthwestAddressDevon County CouncilWhitchurch RoadTavistockDevonPL199ASEmployer's websitehttps://www.livewellsouthwest.co.uk/ (Opens in a new tab)