Job summary This post is for 15 hours per week, split over two days. Are you looking for a rewarding career in mental health and recovery focused administration, with customer service, teamwork, support and development at the heart of the role? We are looking to recruit a highly motivated and enthusiastic individual to join the Specialist Outreach Recovery Team (SORT) based at Avon House, Mount Gould. SORT works with service users who have a range of mental health difficulties. We are a multi-disciplinary team of Consultants Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers and other key professionals supported by a strong administrative team. The post requires you to have excellent communication and organisational skills, good time management and the ability to prioritise own work load. You will need a positive attitude towards people experiencing mental health problems, and have excellent customer care skills. You will need to be able to work under your own initiative within the team. Main duties of the job Your role will be to provide administrative support to the team, cover the telephones and on occasion the reception area. Your tasks will include answering the telephone, handling a shared mailbox, updating patient records, inputting information onto relevant specialist systems including E-Referrals and SystmOne, completing accurate record keeping and filing and being a point of contact for our clinical team. This role is not 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. 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. Date posted 03 March 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pa, pro rata Contract Permanent Working pattern Part-time, Job share, Flexible working Reference number B9832-2025-AC-1820 Job locations 200 Mount Gould Road Mount Gould Plymouth Devon PL4 7PY Job description Job responsibilities 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. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. 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 team, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required. To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed. To arrange, monitor and process all referrals into the team as necessary. To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information, electronic and hard copy. Collect 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, filing, photo copying, are delivered in a timely manner. Demonstrate own activities to new or less experienced employees. To 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. Job description Job responsibilities 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. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. 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 team, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required. To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed. To arrange, monitor and process all referrals into the team as necessary. To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information, electronic and hard copy. Collect 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, filing, photo copying, are delivered in a timely manner. Demonstrate own activities to new or less experienced employees. To 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. Person Specification Skills & Abilities Essential Ability to communicate verbally (face to face and over the telephone) and in writing to a good level Ability to prioritise own workload Ability to work effectively as part of a team. Able to use own initiative and to know limitations of own role and knowledge Organised, efficient and accurate Flexible and adaptable willing to learn new skills Qualifications Essential Good general education to GCSE level or equivalent, including English and Maths NVQ II or able to demonstrate the skills; knowledge and ability to work to the level required. Desirable Computer/Word processing qualifications i.e. RSA2/3 or equivalent ECDL Educated to NVQ 2 in a relevant subject or equivalent level of qualifications/previous experience Experience Essential Experience of working in an administrative environment using computerised data systems. Experience of team working Desirable Experience of working in a health or social care office environment. Knowledge Essential Working knowledge of Microsoft Office including Word and Excel Good understanding of confidentiality Desirable Knowledge of patient administration system Understanding of Data Protection legislation Person Specification Skills & Abilities Essential Ability to communicate verbally (face to face and over the telephone) and in writing to a good level Ability to prioritise own workload Ability to work effectively as part of a team. Able to use own initiative and to know limitations of own role and knowledge Organised, efficient and accurate Flexible and adaptable willing to learn new skills Qualifications Essential Good general education to GCSE level or equivalent, including English and Maths NVQ II or able to demonstrate the skills; knowledge and ability to work to the level required. Desirable Computer/Word processing qualifications i.e. RSA2/3 or equivalent ECDL Educated to NVQ 2 in a relevant subject or equivalent level of qualifications/previous experience Experience Essential Experience of working in an administrative environment using computerised data systems. Experience of team working Desirable Experience of working in a health or social care office environment. Knowledge Essential Working knowledge of Microsoft Office including Word and Excel Good understanding of confidentiality Desirable Knowledge of patient administration system Understanding of Data Protection legislation 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). Additional information 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 Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)