Senior Administrator

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Thank you for your interest in the North London NHS Foundation Trust (NLFT). This is an exciting time to join us and be part of our journey to improve mental health care across North London and deliver excellent services to our local people. We will achieve this through the North London Way, as we:

• Collaborate at every level by living our values to create the right conditions for us all to work together.
• Develop our new Trust culture, to help make our new Trust a great place to work and to receive great care.
• Empower our teams to lead the planned improvements in our services, by skilling them and giving them the tools to make the changes.
• Focus on delivering excellence at every level to improve our performance and ensure consistently high-quality care across all our services.
• Ensure that research, quality improvement, and technology lead the way and are embedded in our services.
• Take a trauma informed approach to everything we do

We proactively welcome diversity in our workforce and pride ourselves on being an inclusive employer. We aim to recruit from our local communities and provide opportunities to all including apprenticeships, veterans, care leavers and more.

The North London Way to deliver: Better Mental Health, Better Lives, Better Communities.

Our trust website is: https://www.northlondonmentalhealth.nhs.uk/

As a values-driven Trust, we recruit through our values. Our selection processes focus on behaviours, attitudes, and examples that reflect our organisational values and commitment to compassionate, high-quality care.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role.

We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it's important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1.

NLPSS/North London NHS Foundation Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate action where necessary.

Applicants can refer to the Fraud Act 2006 for further information: https://www.legislation.gov.uk/ukpga/2006/35/contents

Job overview

An exciting opportunity has arisen for a senior administrator to work the Camden and Islington NHS Talking Therapies Service.

The successful candidate will have proven administrative skills and complete a range of administrative tasks to support the clinical team including processing referrals, booking appointments, reception duty, answering the phone, dealing with emails, liaising with patients, GPs and multi-disciplinary teams. Knowledge of using the IAPTUS and Rio EPR systems is desirable.

The role will also include coordination of a small number of administrators and other senior administration tasks to provide support to the clinical teams.

The postholder will be experienced, dedicated, reliable, proactive, and a flexible individual who is assertive and take the initiative in anticipating the needs of their teams.

Will demonstrate a high level of prioritising and organisational skills and be able to use initiative as required, and to organise their own workload to meet Trust and local requirements, adjusting priorities as necessary in negotiation with the department and administration managers.

Should be able to work at pace and autonomously as well as part of a team. Along with being able to demonstrate good excel skills, verbal, and written communication skills. You will also bring experience of providing an excellent service to patients.

Main duties of the job

Working closely with the administration manager to provide a full range of administrative support to the clinical team, including processing referrals, booking appointments, reception duty, answering the phone, dealing with emails, liaising with patients, GPs and multi-disciplinary teams, maintenance of the service information management system IAPTUS, stationery order, site health and safety coordination and other miscellaneous tasks as directed by the admin manager.

Working for our organisation

North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.

Our Five-Year Strategy:

1. We will provide consistently high-quality care closer to home.
2. With our partners in North London and each borough we will ensure equity of outcome for all
3. We will offer great places to work, providing staff with supportive environment to deliver outstanding care

Why NLFT?

• We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
• We promote flexible working and support staff with a range of health and wellbeing initiatives.
• NHS Discounts, generous annual leave and NHS pension scheme
• Excellent internal staff network

In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

Detailed job description and main responsibilities
• To provide a full range of high-quality administrative secretarial support to the service line teams
• To implement relevant high quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
• To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
• To manage diaries of allocated managers/professionals appropriately.
• To use initiative appropriately to deal with and prioritise post and telephone calls.
• To deal with all administrative duties to support the operation of the service line.
• To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
• To liaise with the Trust Information Governance Team and service Clinical Lead about Subject Access Requests to Records queries if required.
• To arrange and service meetings as necessary including the taking of minutes.
• To ensure adequate stocks of stationery, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
• To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
• To implement and follow relevant polices relating to secretarial and administrative duties.

Person specification

Skills

Essential criteria

• IT Skills, including MS Office Packages
• Accurate entry & retrieval of information on database systems, such as IAPTus

Desirable criteria

• NHS Experience

Experience

Essential criteria

• 2 Years Secretarial Experience
• 2 Years Experience of Customer Care

Desirable criteria

• Administrative Experience

Qualifications

Essential criteria

• GCSE or equivalent in Maths and English
• HNC Level in administration or equivalent experience

Desirable criteria

• Interest in continuing professional development

Due to the high number of applications that are received for some posts, we reserve the right to close any vacancies before the stated closing date. Therefore, please ensure you apply without delay if you wish to be considered for this role.

In line with NHS protocols, only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview. We regret that it is not possible to contact all applicants for every vacancy. If you have not been contacted within 4 weeks of the closing date, please assume you have not been shortlisted for the next stage.

Applications from job seekers who require sponsorship to work in the UK are welcome. Please ensure you hold the correct right to work in the UK at the time of your application. Some roles may not be eligible for sponsorship, and we want to make sure you have all the information you need before applying. To avoid disappointment please check that you are eligible under the UKVI guidelines: https://www.gov.uk/government/organisations/uk-visas-and-immigration

References will be required to cover your last 3 years of employment/training. One has to be from your current or most recent employer and the others from your previous employer. The references should be from persons with management responsibility or HR.

Please note, in order to progress your application your data will be processed by our 3rd party recruitment providers - North London Partners Shared Service, who conduct recruitment activities on behalf of North London NHS Foundation Trust. As part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a "selfie" using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We are an equal opportunities employer and are committed to creating an inclusive, fair, and supportive workplace for all. We actively welcome applications from individuals who are under-represented within our workforce and are dedicated to eliminating discrimination in all its forms.

As a Disability Confident (Two Ticks) employer, we guarantee an interview to disabled applicants who meet the essential criteria for the role and are committed to making reasonable adjustments throughout the recruitment process.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at improving efficiencies within the NHS both to make costs savings for NHS organisations but also to save you time when your employment transfers.

Employer certification / accreditation badges

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Job Description (PDF, 264.4KB)
• Person Specification (PDF, 152.6KB)
• Functional Requirements (PDF, 600.5KB)
• A comprehensive guide for candidates (PDF, 544.2KB)