An exciting opportunity has arisen to join the Mental Health Assessment and Intervention Service (MAIS) in Plymouth. We are looking to recruit highly motivated and enthusiastic individuals to join the team currently based at Crownhill court.
You will be working as an integral part of the service to provide strong leadership and support to the team. You will be joining the CMHS administration management team. This is a new role within MAIS as the service continues to develop new pathways. This will offer a unique opportunity to be part of a changing service hoping to lead local services in providing outstanding care in the community for clients.
The CMHS works with service users who have a range of mental health difficulties. We are a multi-disciplinary team which is nurse-led, working alongside other professionals, Occupational Therapists, Psychologists, Support Workers, and other key professionals including a dedicated administration team.
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.
All Livewell staff are expected to be able and willing to work across a 7 day service.
Main duties of the job
Your role will be to support the Clinical Team Manager and Service Support Manager with duties including leading on projects across the service, report monitoring, waiting list coordinating, triage, and taking minutes along with line managing a team of administrators. As such, we require someone with hands-on experience of office administration/secretarial work, proficient in efficient, precise, and accurate record keeping and someone with experience of leading a team.
Livewell Southwest is an established community interest company, which provides a significant range of high quality health and social care services on behalf of the NHS and city council.
This newly merged provider organisation within Plymouth is at the cutting edge of integrated service delivery and design. It will ensure seamless, responsive care and support is provided to the individual at the right time, in the right place, by the right professional, ensuring that adult social care statutory responsibilities defined by the Care Act 2014 and the Mental Health Act are fully implemented.
Our aim is to ensure that people living in Plymouth and their families are supported to maintain their health, wellbeing, and independence. As a social enterprise, we are a not-for-profit organisation that means we reinvest back into the services we provide or in the communities we serve.
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. To ensure the delivery of an effective and competent level of administrative support and consistently deliver a client focused service which promotes good customer service and effective working relationships.
2. To be responsible for managing daily administrative support in MAIS ensuring business priorities are met for example: maintaining records, minute taking, data inputting, audits, booking of events and appointments.
3. Typing of confidential reports/letters, which may be supplied via hard copy or minute taking, (which may contain distressing information) as requested to meet service needs.
4. To develop ways in which key work streams are developed and manage projects within the service area.
5. As Administrative Manager, you will be expected to use your own initiative to manage changing service needs. You will engage with other managers to ensure that the administrative support is provided to meet operational needs.
6. To provide the day to day supervision and line management of junior staff where appropriate.
7. 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.
8. To ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover.
9. Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented.
10. Take responsibility for ensuring that internal and external communication systems are fit for purpose.
11. Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.
12. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate.
13. Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
14. To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.
15. Analyse data to enable managers to monitor budgets and performance in relation to business support function.
16. Collate information, prepare reports, and presentations pertaining to the service area at the request of the service manager.
17. Produce information for service area users with support of service managers.
18. Ensure that the corporate support function complies with all PCH policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.
19. Be proactive and contribute ideas for improvement in the way the service is delivered.
20. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.
21. Manage specific projects as requested by the service manager and provide updates on progress.
22. Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken.
23. Ensure that fire safety policies are adhered to within the service area.
24. Organise data collection to support research and development.
Person Specification
Experience
* Experience of supervising other staff members.
* Ability to handle confidential information with discretion.
* Significant previous experience of working in a senior administrative or supervisory role.
* Experience of working in a customer-facing role.
* Decision making and resolving complex work-related issues.
* Recent experience of working in a health care provider office environment.
Knowledge
* Thorough working knowledge of Microsoft Office packages, ie: Outlook, Word, Excel.
* Excellent understanding of general office working procedures.
* Knowledge of SystmOne.
* Understanding of Data Protection legislation.
* Awareness of current issues within the NHS.
* Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Qualifications
* Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
* NVQ III in Business Administration.
Skills & Abilities
* Excellent verbal and written communication skills.
* Able to use judgement and initiative to provide information and support.
* Accurate and fast typing and data entry skills.
* Ability to manage and lead a team and work within wider teams.
* Able to analyse problems and initiate appropriate solutions effectively.
* Able to apply tact and sensitivity to establish trust and support.
* Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
* Able to compose and transcribe minutes, correspondence, and reports.
* Empathetic approach to managing and resolving enquiries.
* Flexibility to meet competing demands within the working day.
* Able to manage difficult and distressing situations effectively.
* Flexible and adaptable, ability to learn new skills and develop role.
* Able to work as part of a team.
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.
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