Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: Due to service needs annual leave will predominately need to be taken within school holiday periods. A maximum of a working week can be considered within term time following line management discussion and agreement.
- Hours
- Full time
- Part time
- Job share
- Flexible working
- Job ref
- 395-KM659-24
- Employer
- NELFT NHS Foundation Trust
- Employer type
- NHS
- Site
- Maidstone Studio's
- Town
- Maidstone
- Salary
- £22,816 - £24,336 per annum pro rata for part time
- Salary period
- Yearly
- Closing
- 05/08/2024 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
We currently have an excellent opportunity within our Mental Health Support Teams for a band 3 administrator. The position will contribute to the efficient running of the team. The successful candidates will help strengthen our current team, improving communication and making responses quicker.
For more information about our service please see our Website
Kent and Medway Mental Health Support Teams | NELFT NHS Foundation Trust
Main duties of the job
You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner.
Our service is new and we are developing lots of new processes and procedures so good IT and project management skills and knowledge of the NHS is desirable.
As we work with Children and Young People all of our team are enthusiastic about ensuring the best outcomes for our service users so a passion to make a difference is important.
Each member of the admin team is allocated to Mental Health Support Team area across the county to this may require once a month travelling to a different site to support team meetings, so a willingness for infrequent travel is essential. (all travel costs for business reasons can be claimed as travel expenses)
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).
We reserve the right to close this vacancy early should sufficient applications be received.
Use of AI
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Detailed job description and main responsibilities
Key Responsibilities:
- Communicate effectively with a range of people, either in person or 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 appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
- Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
- Manage and maintain an efficient administrative system on behalf of others.
- Draft general correspondence on behalf of own service.
- Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
- Work without supervision and ensure urgent situations are addressed swiftly.
- Ensure workload is managed and prioritised appropriately.
- Participate in induction and orientation of Band 2 administrative staff and temporary staff.
- Provide guidance, advice and support to other administrators
- Establish and maintain electronic and manual filing systems.
- Arrange and take minutes or notes at meetings that are intended for internal review only.
- Type medical or other reports as required
- Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info
- Cover other teams/services, where necessary, which may require working on other sites.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site
Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.
Person specification
.
Essential criteria
- qualification in administration NVQ level 2-4
- 1-2 years administrative experience
Desirable criteria
- has experience of working in NHS
- Driving Licence
Skills
Essential criteria
- Clear communication skills including excellent writing, data entry and presentation skills
Knowledge
Essential criteria
- Excellent IT skills (MS Teams, Excel, Powerpoint, Publisher, Outlook etc)
Desirable criteria
- Previous knowledge of rio or system one
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Gemma Sherman-bounds
- Job title
- Senior Administrator
- Email address
- [email protected]
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