Job summary
- Main area
- ADMINISTRATION - OFFICE BASED
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (OFFICE BASED IRT SERVICE)
- Job ref
- 395-EB682-24
- Employer
- NELFT NHS Foundation Trust
- Employer type
- NHS
- Site
- MAYFLOWER
- Town
- BILLERICAY
- Salary
- £22,816 - £24,336 p.a. pro rata (plus 5% HCAS)
- Salary period
- Yearly
- Closing
- 08/08/2024 23:59
Employer heading
Administrator
NHS AfC: Band 3
Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.
The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.
Find out more about NELFT careers and what makes our Trust a great place to work, in this video
Job overview
The post holder will be required to provide a comprehensive and confidential secretarial and/or administrative support to the locality/department to ensure the smooth running of the area.
You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and can prioritise your workload ensuring that work is completed in a safe and timely manner.
Main duties of the job
• Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
• Manage and maintain an efficient administrative system on behalf of others.
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritised appropriately.
• Establish and maintain electronic filing systems. Knowledge of System one, Teams and Cisco Jabber.
• Arrange and take minutes or notes at meetings intended for internal review only.
• Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, post and online, ensuring these are actioned promptly.
• Receive Referrals when requested via telephone, email, post and online, and offer appointments with clinicians for an assessment.
• Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery.
· Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.
· Front of House
· Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
· Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
Working for our organisation
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement - Fringe
This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,192 to a maximum of £2,011 p.a. pro rata for part time).
Certificates of Sponsorship
Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system.
Detailed job description and main responsibilities
• Communicate effectively with a range of people, on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
• Ensure that complex calls from anxious and distressed clients are passed to an appropriate person to deal with (dealt with) effectively and appropriately or escalated to a senior staff member if appropriate.
• Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
• Manage and maintain an efficient administrative system on behalf of others.
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritised appropriately.
• Establish and maintain electronic filing systems. Knowledge of System one, Teams and Cisco Jabber.
• Arrange and take minutes or notes at meetings intended for internal review only.
• Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, post and online, ensuring these are actioned promptly.
• Receive Referrals when requested via telephone, email, post and online, and offer appointments with clinicians for an assessment.
• Take and record minutes for team meetings.
• Training new staff once experienced.
· Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery.
· Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.
· Front of House
· Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting, and referring problems where necessary to the line manager.
· Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
· Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
Person specification
NHS EXP
Essential criteria
- EXPERIENCE
MICROSOFT PACKAGES
Essential criteria
- YEARS EXPERIENCE
SYSTEM ONE OR OTHER NHS PACKAGES
Essential criteria
- ACHEIVED
WORKING IN A TEAM
Essential criteria
- YEARS OF EXPERIENCE
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- JOSEPHINE MELLY
- Job title
- ADMIN LEAD
- Email address
- [email protected]
- Telephone number
- 07849077504
- Additional information
THIS IS AN OFFICE BASED ROLE - NO AGILE WORKING
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