Job summary 22.5 hours per week. Your role will be to provide a comprehensive, effective, and timely admin support to the Specialists and Special Care Dentists. There may be occasions where you will be required to attend meetings off site either remotely from your office base or in person. You will actively organise own workload in an efficient and productive manner. You will liaise with all colleagues within the multidisciplinary team, and with internal departments and external agencies to ensure the continuity of patient treatment. Main duties of the job Duties will include audio typing, copy typing letters, updating our dental systems, managing diaries, answering telephones, liaising and coordinating meetings, minute taking and supporting audit work within the Specialist team. You will need excellent organisational skills, good communication skills, a flexible approach, good time management and the ability to prioritise work and manage stress well. 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. 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 3 Salary £24,071 to £25,674 a year pa, pro-rata Contract Fixed term Duration 12 months Working pattern Part-time, Job share, Flexible working Reference number B9832-2025-AC-1835 Job locations The Dental Access Centre Baring Street Plymouth PL4 8NF Job description Job responsibilities The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis. To maintain the electronic diaries for Specialists, organise appointments and the allocation of their time to reflect priorities and demands of their workloads. To organise meetings including Best Interest Meetings, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points. To organise appointments as appropriate, liaising with patients, patient family members and other services. Liaise with Multi-Disciplinary Teams to arrange assessments etc as directed by the Specialist. Provide administration support including recording details on Dentally. Administrative support for Specialists appraisal. Arrange teaching sessions etc for Specialists as appropriate. The post holder will have knowledge of Dental and medical terminology. The post holder will have the knowledge and experience to deal with difficult enquiries and situations. The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act and the Livewell Southwest Confidentiality Policy. To work collaboratively with other administration staff for Dental, including taking telephone calls, supporting colleagues during periods of high demand ensuring the team runs smoothly. To receive incoming mail, telephone calls and initiate action as required Accurate audio transcription of various documents including patient letters, assessments, discharge summaries and reports in preparation for Hearings, ensuring deadlines are met. To maintain sensitive and confidential information and filing systems. To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients. The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit. The post holder will undertake surveys/audits as required including staff surveys Job description Job responsibilities The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis. To maintain the electronic diaries for Specialists, organise appointments and the allocation of their time to reflect priorities and demands of their workloads. To organise meetings including Best Interest Meetings, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points. To organise appointments as appropriate, liaising with patients, patient family members and other services. Liaise with Multi-Disciplinary Teams to arrange assessments etc as directed by the Specialist. Provide administration support including recording details on Dentally. Administrative support for Specialists appraisal. Arrange teaching sessions etc for Specialists as appropriate. The post holder will have knowledge of Dental and medical terminology. The post holder will have the knowledge and experience to deal with difficult enquiries and situations. The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act and the Livewell Southwest Confidentiality Policy. To work collaboratively with other administration staff for Dental, including taking telephone calls, supporting colleagues during periods of high demand ensuring the team runs smoothly. To receive incoming mail, telephone calls and initiate action as required Accurate audio transcription of various documents including patient letters, assessments, discharge summaries and reports in preparation for Hearings, ensuring deadlines are met. To maintain sensitive and confidential information and filing systems. To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients. The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit. The post holder will undertake surveys/audits as required including staff surveys Person Specification Experience Essential Experience of secretarial/Personal Assistant role or willingness to gain this including: Diary Management Handling various telephone enquiries Experience of arranging meetings Experience of using and maintaining filing systems Experience of taking and transcribing formal minutes Desirable Experience working in a secretarial or admin capacity Experience of working in a multi-disciplinary team Knowledge Essential Knowledge of administrative procedures and systems. Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Excellent written and verbal skills Ability to work on own initiative and with minimal supervision Ability to develop good working relationships with colleagues at all levels Desirable Knowledge of Dental Services and wider NHS Adult Safeguarding Child Protection Knowledge of SystmOne Knowledge of specialist medical terms Understanding/experience of supporting people with Mental Health issues Qualifications Essential Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent Relevant Audio typing/secretarial qualification or experience (or willingness and ability to learn this) Ability to use Microsoft Word, Outlook, Excel, PowerPoint Excellent spelling, grammar. Desirable Medical Secretary/PA Diploma Audio Typing Minute Taking Person Specification Experience Essential Experience of secretarial/Personal Assistant role or willingness to gain this including: Diary Management Handling various telephone enquiries Experience of arranging meetings Experience of using and maintaining filing systems Experience of taking and transcribing formal minutes Desirable Experience working in a secretarial or admin capacity Experience of working in a multi-disciplinary team Knowledge Essential Knowledge of administrative procedures and systems. Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Excellent written and verbal skills Ability to work on own initiative and with minimal supervision Ability to develop good working relationships with colleagues at all levels Desirable Knowledge of Dental Services and wider NHS Adult Safeguarding Child Protection Knowledge of SystmOne Knowledge of specialist medical terms Understanding/experience of supporting people with Mental Health issues Qualifications Essential Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent Relevant Audio typing/secretarial qualification or experience (or willingness and ability to learn this) Ability to use Microsoft Word, Outlook, Excel, PowerPoint Excellent spelling, grammar. Desirable Medical Secretary/PA Diploma Audio Typing Minute Taking 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 The Dental Access Centre Baring Street Plymouth PL4 8NF Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)