PA / Senior Administrator

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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 has arisen to join the Kent management team as a band 4 Senior Administrator / PA. The post holder will provide PA and admin support to the Assistant Director of Kent Children's Mental Health Services. The post is 0.9wte equal to 34 hours per week and will be based in Pudding Lane, Maidstone with a view to travelling across all Kent sites where needed.

This role provides an opportunity for experience administrator to further develop their skills and experience in supporting senior managers and clinical teams.

Brief description of your duties & responsibilities

Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures, and guidelines.

Co-ordinate, facilitate and maintain a record of SET-CAMHS clinicians training and development. Deal with general enquiries and communicate new procedures to the relevant members of staff. Support the monitoring and delivery of directorate key performance indicators, such as mandatory training compliance, and to work with senior managers to identify corrective action where necessary.

Co-ordinate NELFT wide CYP CAMHS Workstream Group meetings, provide administrative support as necessary, including organising meeting agenda and taking minutes of meetings.

Main duties of the job

The main responsibilities of the posts:

• Supporting administration and organisational tasks for the Assistant Director.
• Provide a high quality confidential and comprehensive administrative service, including diary management.
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• General admin duties, including, preparation of patient letters.

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 focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office (CEME) in Rainham, Essex.

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

Essential Criteria

• Experience of supervising administrative staff.
• Excellent organisational and admin skills.
• Excellent communication and customer service skills.
• Administrative experience essential, experience within the NHS desirable
• Minute Taking
• Confidence and competence in MS Excel MS Word and MS Outlook and desirable is MS teams, MS forms and Adobe Pro.
• Email and Diary Management.

Please see Job Description.

If you are an overseas qualified nurse and wanting to start your journey to becoming a UK based registered nurse with the NMC, you can check whether you are eligible to be supported through our Capital Nurse consortium. Please visit; https://www.capitalnurselondon.co.uk/how-to-apply/. Whilst NELFT is happy to welcome overseas nurses we are unable to consider your application directly. You should submit your interest and apply through the Capital Nurse London group.

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
• Experience of Supervising Administrative Staff
• Minute Taking Skills
• Has worked at Band 3 or equivalent
• Can demonstrate good IT skills in personal statement

Desirable criteria

• Advanced computer skills
• Has worked within NHS and has experience of systems such as Healthroster, Systmone, eProcurement etc.
• Has acted up or has experience of PA role.

Communication

Essential criteria

• Good interpersonal and telephone skills

Knowledge

Essential criteria

• Understands eProcurement System
• Healthroster Use

Qualifications

Essential criteria

• Administrative / Business qualification

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

• Senior PA Administrator (PDF, 528.2KB)
• NELFT Application - Hints and Tips (PDF, 38.4KB)