Job summary 37.5 hours per week. Lee Mill Low Secure Unit is a 12-bed male inpatient ward set in the small village of Lee Mill just outside of Plymouth. We provide specialist mental health care for men who have often been involved in the legal system due to their mental health needs. The staff at Lee Mill are passionate about providing the highest level of patient centred care to an often challenging and disadvantaged patient group. The Lee Mill team has recently been the recipients of the Mary Seacole Peoples award which has celebrated our dedication to promote recovery and work collaboratively with our patient group, the kindness and respect demonstrated by the team and the high number of successful discharges out of secure care. An exciting opportunity has arisen for an enthusiastic and committed band 4 administrator to join our successful and highly motivated team for a fixed term contract. You will support the management team with administrative tasks to facilitate both the smooth running of the ward and also the collating and presenting of quality information alongside KPIs to report to both Livewell Southwest and our commissioners in the Southwest Provider Collaborative. We will offer a comprehensive and supportive induction programme alongside relevant further training and experience to support your knowledge and understanding of working within secure services. If you possess excellent attention to detail and would like to be part of successful team, we would love to hear from you. Main duties of the job To support Lee Mill Hospital management team with data and information to enable the running of the service (eg Friends and Family Test activity oversight and monthly reporting; SystmOne data quality error reports). To use a variety of IT systems to produce daily and monthly reports and data for analysis by the Lee Mill management team (eg SystmOne, Cambio). To ensure that all data requirements are met so that Lee Mill LSU can provide robust evidence of meeting its targets producing daily, monthly and yearly reports. To support the Lee Mill Manager with creating and managing the 24/7 team rota/ERoster (including managing annual leave requests). To support the Lee Mill management team with monitoring mandatory training, PDP and practice supervision reports (including updating ESR and actioning/scheduling any overdue activity). To provide support to the Lee Mill management team to ensure administrative processes are in place that enables oversight/timely completion of: the service risk workbook, incident reports, complaints etc. To ensure the delivery of an effective and competent level of administrative support. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation. This role may not be eligible for sponsorship under the Skilled Worker route. Please note that we may close the job advertisement earlier than the specified deadline. All 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 19 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year p.a, pro rata Contract Permanent Working pattern Full-time, Part-time, Job share, Flexible working Reference number B9832-2025-AC-1831 Job locations Lee Mill Hospital Beech Road Ivybridge Devon PL21 9HL Job description Job responsibilities To support Lee Mill Hospital management team with data and information to enable the running of the service (eg Friends and Family Test activity oversight and monthly reporting; SystmOne data quality error reports). To use a variety of IT systems to produce daily and monthly reports and data for analysis by the Lee Mill management team (eg SystmOne, Cambio). To ensure that all data requirements are met so that Lee Mill LSU can provide robust evidence of meeting its targets producing daily, monthly and yearly reports. To support the Lee Mill Manager with creating and managing the 24/7 team rota/ERoster (including managing annual leave requests). To support the Lee Mill management team with monitoring mandatory training, PDP and practice supervision reports (including updating ESR and actioning/scheduling any overdue activity). To provide support to the Lee Mill management team to ensure administrative processes are in place that enables oversight/timely completion of: the service risk workbook, incident reports, complaints etc. Generic To ensure the delivery of an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs. To develop ways in which key work streams are developed and manage projects within the service area. As an Administration Co-ordinator, 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. To provide the day-to-day supervision and line management to a number of administrative staff. 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. Management of service To ensure an effective Lee Mill Service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover. Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented. Take responsibility for ensuring that internal and external communication systems are fit for purpose. 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. Manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available. To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary and capturing/monitoring any actions. Analyse data to enable managers to monitor budgets and performance in relation to business support function. Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager. Produce information for service area users with support of service managers. Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding. 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. Manage specific projects as requested by the service manager and provide updates on progress. Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken. Ensure that fire safety policies are adhered to within the service area. Organise data collection to support research and development. Staff management & development Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal. Lead on recruitment and selection of administrative staff and support other managers with recruitment processes. Develop workforce by providing induction, in-post training and updates for relevant staff. Financial management To authorise orders and payments in accordance with business processes. To maintain and monitor stock levels. 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 together Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Recognise and remove barriers to action Create an open and positive learning 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 Integrity Be 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 Together Be 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 respect Learn 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 patients Aim 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 & prejudice Provide a high quality and safe service for patients Maintain privacy and ensure confidential information is kept safe Question poor practice, process & behaviour Job description Job responsibilities To support Lee Mill Hospital management team with data and information to enable the running of the service (eg Friends and Family Test activity oversight and monthly reporting; SystmOne data quality error reports). To use a variety of IT systems to produce daily and monthly reports and data for analysis by the Lee Mill management team (eg SystmOne, Cambio). To ensure that all data requirements are met so that Lee Mill LSU can provide robust evidence of meeting its targets producing daily, monthly and yearly reports. To support the Lee Mill Manager with creating and managing the 24/7 team rota/ERoster (including managing annual leave requests). To support the Lee Mill management team with monitoring mandatory training, PDP and practice supervision reports (including updating ESR and actioning/scheduling any overdue activity). To provide support to the Lee Mill management team to ensure administrative processes are in place that enables oversight/timely completion of: the service risk workbook, incident reports, complaints etc. Generic To ensure the delivery of an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs. To develop ways in which key work streams are developed and manage projects within the service area. As an Administration Co-ordinator, 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. To provide the day-to-day supervision and line management to a number of administrative staff. 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. Management of service To ensure an effective Lee Mill Service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover. Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented. Take responsibility for ensuring that internal and external communication systems are fit for purpose. 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. Manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available. To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary and capturing/monitoring any actions. Analyse data to enable managers to monitor budgets and performance in relation to business support function. Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager. Produce information for service area users with support of service managers. Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding. 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. Manage specific projects as requested by the service manager and provide updates on progress. Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken. Ensure that fire safety policies are adhered to within the service area. Organise data collection to support research and development. Staff management & development Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal. Lead on recruitment and selection of administrative staff and support other managers with recruitment processes. Develop workforce by providing induction, in-post training and updates for relevant staff. Financial management To authorise orders and payments in accordance with business processes. To maintain and monitor stock levels. 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 together Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Recognise and remove barriers to action Create an open and positive learning 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 Integrity Be 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 Together Be 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 respect Learn 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 patients Aim 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 & prejudice Provide a high quality and safe service for patients Maintain privacy and ensure confidential information is kept safe Question poor practice, process & behaviour Person Specification Skills and Abilities Essential 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 Effective time management skills. 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 Knowledge Essential Thorough working knowledge of Microsoft Office packages, i.e.: Outlook, Word, and Excel. Excellent understanding of general office working procedures. Knowledge and experience of SystmOne Desirable Up to date knowledge of Livewell policies and procedures. Understanding of Data Protection legislation Awareness of current issues within the NHS. Understanding of healthcare services and national requirements in inpatient secure settings. Qualifications Essential Educated to Vocational Qualification Level IV in an administrative related subject or equivalent level of qualifications or significant equivalent previous experience. Desirable Supervisory qualification RSA / OCR III or equivalent typing / word processing including audio typing. Experience Essential 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 within a Health and Social Care environment. Decision making and resolving complex work related issues Desirable Fully competent in the use of Livewell systems. Recent experience of working in a health care provider office environment. Person Specification Skills and Abilities Essential 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 Effective time management skills. 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 Knowledge Essential Thorough working knowledge of Microsoft Office packages, i.e.: Outlook, Word, and Excel. Excellent understanding of general office working procedures. Knowledge and experience of SystmOne Desirable Up to date knowledge of Livewell policies and procedures. Understanding of Data Protection legislation Awareness of current issues within the NHS. Understanding of healthcare services and national requirements in inpatient secure settings. Qualifications Essential Educated to Vocational Qualification Level IV in an administrative related subject or equivalent level of qualifications or significant equivalent previous experience. Desirable Supervisory qualification RSA / OCR III or equivalent typing / word processing including audio typing. Experience Essential 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 within a Health and Social Care environment. Decision making and resolving complex work related issues Desirable Fully competent in the use of Livewell systems. Recent experience of working in a health care provider office environment. 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 Lee Mill Hospital Beech Road Ivybridge Devon PL21 9HL Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)