Job Description

32 hours per week
Due to the need to cover the operating hours, the below working pattern is non-negotiable.
Monday: 8am-6pm
Tuesday: 10am-6pm
Wednesday: Day Off
Thursday: 8am-4pm
Friday 8am-4pm
Please note we may close this job advert earlier than the specified deadline if a high number of applications are submitted. To avoid disappointment, we therefore recommend you submit your application at the earliest opportunity.
An exciting opportunity has arisen for an enthusiastic individual to join our front of house admin team. Plymouth Talking Therapies is an Improving Access to Psychological Therapies service (IAPT) and provide talking therapies to the people of Plymouth who require support for mild to moderate anxiety and depression. You will be based within Centre Court, Exeter Street.
Plymouth Talking Therapies currently operates from 8am 6pm, Mondays, Wednesdays, Thursdays and Fridays and 8am - 8pm on Tuesdays.
Our best asset is our workforce, and we welcome the involvement of all staff in helping to shape the future of the organisation. We want the right staff and are looking for highly motivated, experienced and qualified professionals to join our supportive and friendly teams.
Please note that this role is not eligible for sponsorship under the Skilled Worker route.
All Livewell staff are expected to be able and willing to work across a 7-day service.
Interviews will take place Week Commencing 17th November
Main duties of the job
To 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 in the allocated service area ensuring business priorities are met for example: answering calls, booking appointments, using an electronic patient record system, reception duties, processing referrals and supporting the wider team with admin tasks to support the functioning of the service and working proactively to support a team.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required for 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 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.
Details
Date posted
15 October 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
24,465 a year pa, pro-rata
Contract
Permanent
Working pattern
Part-time, Job share, Flexible working
Reference number
B9832-2025-AC-1891
Job locations
Plymouth Community Healthcare C I C
73 Exeter Street
Plymouth
PL4 0AH
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.
Process online referrals and manage referrals made over the telephone.
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 minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.
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 data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.
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, fax, 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.
Undertake research and development as directed.
Key holder to open and close the building securely as necessary. 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.
Process online referrals and manage referrals made over the telephone.
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 minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.
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 data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.
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, fax, 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.
Undertake research and development as directed.
Key holder to open and close the building securely as necessary.
Person Specification
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.
• Ability to use Business applications and patient record systems.

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.

Skills
Essential

• Ability to communicate verbally and in writing to a good level (face to face and over the telephone).
• 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

• Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
• Maths & English GCSE Grades 4 and above or equivalent.
• Good general education to GCSE level or equivalent.
• Intermediate word processing, MS Office word and excel.

Desirable

• Computer/Word processing qualifications to NVQ II or equivalent ECDL

Person Specification
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.
• Ability to use Business applications and patient record systems.

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.

Skills
Essential

• Ability to communicate verbally and in writing to a good level (face to face and over the telephone).
• 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

• Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience.
• Maths & English GCSE Grades 4 and above or equivalent.
• Good general education to GCSE level or equivalent.
• Intermediate word processing, MS Office word and excel.

Desirable

• Computer/Word processing qualifications to NVQ II or equivalent ECDL

Skills Required