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

The post holder will be expected to support their team, department and organisation to achieve the Trust's Values in their day to day work. These are the 5P's:

• Putting people first
• Prioritising quality
• Being progressive, innovative and continually improve
• Being professional and honest
• Promoting what is possible - independence, opportunity and choice

The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.

The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

Main duties of the job

• Provide a high quality confidential and comprehensive administrative service to the Specialist Palliative Care team
• Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
• Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports, spreadsheets and presentations.
• Act as a central point of contact for external and internal callers, This post may involve speaking to both patients and their carers and relatives that are upset and stressed.
• Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
• Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding,
• Maintain up to date confidential personal staff files.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
• Co-ordinate absence/study leave
• Ability to take dictation/transcribe from audio dictation, including medical reports.

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

This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436).

COVID-19 Vaccination

We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.

We reserve the right to close this vacancy early should sufficient applications be received.

Detailed job description and main responsibilities

• Provide a high quality confidential and comprehensive administrative service to the Specialist Palliative Care team
• Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
• Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports, spreadsheets and presentations.
• Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information..
• Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.This post may involve speaking to both patients and their carers and relatives that are upset and stressed.
• Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
• Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
• Maintain up to date confidential personal staff files.
• Propose and implement changes to working practices to reflect the needs of the Service.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
• Co-ordinate absence/study leave
• Ability to take dictation/transcribe from audio dictation, including medical reports.

Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.

We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.

Person specification

communication

Essential criteria

• Communication

Desirable criteria

• Comms Course

Experience

Essential criteria

• Experience

Desirable criteria

• Experience

Essential criteria

Desirable criteria

Knowledge of NELFT

Essential criteria

• NELFT

Desirable criteria

• NELFT

Skills

Essential criteria

• Skills

Desirable criteria

• Skills

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

Documents to download

• JD Senior Admin (PDF, 552.3KB)
• NELFT Application - Hints and Tips (PDF, 38.4KB)