Senior Administrator/PA

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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, and Essex. 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 five 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 are looking for a highly organised, proactive Senior Administrator / Personal Assistant to provide high-level, confidential support to the Associate Medical Directors within NELFT's Acute & Rehabilitation Directorate.

This is a pivotal role at the heart of our inpatient medical services, supporting senior clinical leaders who oversee adult and older adult inpatient teams, crisis and liaison services, and wider multidisciplinary medical teams across the directorate. You will act as a key point of contact for medical staff, internal services and external partners, ensuring smooth day-to-day operations and effective communication.

Main duties of the job

What you'll be doing

You will provide a comprehensive PA and senior administrative service, including:

• Managing complex diaries, correspondence and meeting arrangements for Associate and Deputy Associate Medical Directors
• Preparing agendas, papers and taking formal minutes for high-level meetings
• Acting as the first point of contact for medical staffing queries within the directorate
• Supporting medical workforce processes including locum requests, rota coordination, annual/study leave and onboarding
• Maintaining accurate medical workforce lists and establishment data
• Coordinating recruitment, induction, appraisals and governance activity for medical teams
• Working closely with HR, Finance, IT and other corporate teams to ensure services run safely and efficiently
• Handling highly sensitive and confidential information with professionalism and discretion
• Supporting medical away days, learning events and directorate meetings

This role requires someone who can work autonomously, manage competing priorities and remain calm under pressure in a fast-paced clinical environment

Working for our organisation

Our Values 2025 - 2030

Working with our colleagues, patients and carers we have co-produced three new values that we aim to embed within our culture here at NELFT.

They are:
We are kind.
We are respectful.
We work together with our communities.

These three values help us to strive to provide the best care by the best people.

Probationary Period
This post will be subject to a probationary period.

High Cost Area Supplement - Outer London

This post also attracts payment for High Cost Area Supplement of 15%of the basic salary (minimum payment of £4,714 and a maximum payment of £5,941 - per annum, pro rata for part time).

Detailed job description and main responsibilities

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 to this when completing your application.

We welcome your application even if you do not meet all the criteria listed in the person specification. Please apply as soon as possible as some posts close early to limit the number of applications.

Certificates of Sponsorship

Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points-based system. When calculating the basic salary for sponsorship, HCAS (High-Cost Area Supplement) is not included to ensure fairness and consistency within our Trust.

Use of AI

Please see attached document regarding acceptable use of AI during the recruitment process.

Person specification

Qualifications

Essential criteria

• Experienced Note Taker, excellent written and verbal communication skills

Experience

Essential criteria

• Significant administrative experience
• Experience of database systems
• Handling sensitive and confidential information
• Creating and maintaining office systems
• Investigating and responding to complaints

Knowledge

Essential criteria

• Advance working knowledge of Outlook, Word, Excel, Power point, Access, MS Teams
• Able to use own initiative and make decisions on behalf of others.
• Experience of working in an environment where deadlines must be adhered to
• Maintain confidentiality/data protection.

Skills

Essential criteria

• Clear communication skills including excellent writing, data entry and presentation skills
• Understanding of RiO
• Understanding of Health Roster and Inphase
• Willingness to learn and use PowerBi to provide general reports for the directorate.
• Managing electronic diaries, emails and office management systems

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.

As part of our recruitment process, we may be required to share information you provide on the application form with NHS Counter Fraud Authority (NHSCFA) and/or other organisations for the purpose of the prevention, detection, investigation and prosecution of fraud or any other unlawful activity affecting the NHS. We also use third party providers to check and verify your qualifications who may be contacting you on our behalf to verify the same.

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

• JD and PS (PDF, 391.5KB)
• Candidate Recruitment Pack (PDF, 671.2KB)
• Acceptable Use of AI in Recruitment (PDF, 3.9MB)