MHST Administrator & PA Support to Head of Service

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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

An exciting opportunity for a full time administrator role with the MHSTs who will also support the Head of Service with a variety of day to day and project management activities.

This role would suit someone who has significant experience with administrative roles and is interested in progressing their career to a personal assistant or business support role, but who has not yet had the opportunity to experience additional responsibilities in their current role.

What are MHSTs?

Mental Health Support Teams (MHST) partner with schools and colleges in Essex to support mental health and emotional wellbeing. Our focus is on early intervention, prevention, and promotion; for young people who are thriving, coping or would benefit from getting help.

We work with the whole school or college community; for example, delivering workshops and coffee mornings for parents and carers, assemblies and pupil voice groups for young people, and training and consultation for staff. We work individually and in groups with parents, carers, and young people.

Some of the things we help with are:

• Low mood: sadness, low motivation
• Mild to moderate anxiety: worries, irrational fears, and concerns

The successful applicant will be working alongside our current team of administrators and have responsibilities for Essex wide activities and project management. They will also be available to provide direct cover for administrators within locality teams when required across Essex.

Main duties of the job

This role will support the existing administrative team across MHSTs in providing admin support for tasks which fall across localities. For example, whole service email inbox and telephone cover as well as providing support the Head of Service day to day and on project management tasks.

Specific roles may include, but are not limited to:

• Supporting the development and administration of the new MHSTs
• Using Systmone or similar, to interrogate patient information and update accordingly
• General admin duties, including, preparation of patient letters, sorting incoming/out-going post, management of emails and incoming queries via telephone and post, photo-copying and filing
• Minute taking at meetings as requested by the Head of Service
• Organising meetings
• Diary management
• Updating version control of documents
• Following up with staff regarding outstanding actions in preparation of meetings.
• Liaising with members of staff including, clinicians and senior managers
• Knowledge and experience on Microsoft applications, such as, email, excel and word

Essential Criteria

• Excellent organisational and admin skills
• Great telephone manner and customer service skills
• Administrative experience essential, experience within the NHS desirable

Working for our organisation

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).

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.

High Cost Area Supplement

This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,136 to a maximum of £1,915)

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

Please refer to the attached job description and person specification when completing your application

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

Experience

Essential criteria

• Administrative experience of working in a busy environment

Desirable criteria

• Good typing, email and Microsoft office skills
• Working in an NHS environment

Communication

Essential criteria

• Good interpersonal and telephone skills

Qualifications

Essential criteria

• NVQ level 2 or equivalent standard of literacy and numeracy
• NVQ Administration/Customer Service Level 3 or equivalent level of proven experience

Benefits

We believe in bringing your authentic and best self to work, in order to deliver the best care to our patients. We are committed to supporting our employees holistically. Here is a snapshot of what is on offer at NELFT:

• A long-standing and award-winning approach to equality and diversity with supportive networks for ethnic minority staff, staff with disabilities or long term/chronic conditions and LGBT staff.
• A commitment to supporting colleagues to achieve a work life balance, through flexible working opportunities and our effortsto support our working parents and carers. This has resulted in us being recognised as a 'Top 10 Family Friendly Employer' from the Working Families Charity.
• Proactive health and wellbeing support, including access to our employee assistance programme, staff psychological support, individual wellbeing conversations and a network of health and wellbeing ambassadors.
• Detailed information about our wellbeing and benefits offer can be found in this link.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's a job share, part time hours or another flexible pattern.

Supporting our Armed Forces

We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Gold Award under the Armed Forces Employer Recognition Scheme. We have supportive policies, guaranteed interview schemes for veterans. reservists and military spouses and give additional leave to our Reservists so that they can attend their annual camp.

Equal opportunities employer

We are committed to equal opportunities and diversity and positively encourage applications from all sections of the community regardless of any protected characteristic.

We are a Disability Confident employer and have made the pledge to commit to employing more people with disabilities. If you require this application in another format i.e. Braille or audio tape please contact the recruitment team on 0300 300 1530 or email recruitment@nelft.nhs.uk.

Correspondence with us

You are advised to regularly check your emails (including any junk mail/spam folders) for correspondence related to this post.

In the event of a high number of responses to any advert, NELFT reserves the right to close the vacancy early. If you do not hear from us within three weeks of the closing date then please assume you have not been successful on this occasion.

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

• Job Description MHST Administrator and PA support to HoS (PDF, 531.5KB)
• NELFT Application - Hints and Tips (PDF, 38.4KB)