Senior Team Administrator

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Thank you for your interest for the North London NHS Foundation Trust (NLFT), it is an exciting time to join us and being 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/

Job overview

Job Summary:

The post holder will work as part of the service administration team supported by the Admin Manager. They are a valuable staff member of the service, supporting provision of care. Duties will encompass regular liaison regarding the keeping of the appointments, typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with external agencies and making appointments at the request of the service. Also, assisting in the maintenance of records, filing and any duties essential to the comprehensive administrative support service you will provide, and comply with other management requests.

Your dealings with matters relating to clients and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role.

This vacancy may close early.

Main duties of the job

Main duties of the role:

• To provide a comprehensive administrative service to support the teams including typing of assessment reports, booking appointments, sending out appointment letters, outcome letters, resources and other documents as required by the teams.
• To attend the relevant team meetings, prepare agendas, take minutes and provide administrative support to the service and teams.
• Through close liaison with team managers, clinicians and external agencies, manage waiting lists, spreadsheets, allocations and appointments.

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.
4. We will be more effective as an organisation by pioneering research, quality improvement and technology.

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
Key Responsibilities:
• Deal with any issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another staff member of the Trust, supporting a timely response.
• Maintain good working relationships with Trust colleagues and partner agencies.
• To undertake ongoing personal development through regular supervision; appraisal and participate in relevant training identified
• Provide supervision for junior staff and support the management with any employment relation concerns.
• Organise meetings as requested, including preparation of agendas.
• Responsible for taking and transcribing formal minutes.
• Regular requirement to create reports.
• Responsible for the operation of a computer system for multiple purposes, including:

o Drafting and typing of letters

o Typing assessments

o General correspondence

o Electronic clinical record system: Referral Management, including waiting lists and HCP allocation; Data quality checks and corrections.

o Database use for creation of reports
• This is not an exhaustive list, please see the attached Job Description and Person Specification for more information on the role requirements and duties.

Person specification

Qualifications/ Registrations

Essential criteria

• NVQ3 or equivalent or relevant practical experience

Skills/ Abilities

Essential criteria

• Good IT skills, knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook.
• Good verbal and written communication skills

Desirable criteria

• Good knowledge and proficiency of Trust systems to include, RIO, and e-Rostering.

Experience/ Knowledge

Essential criteria

• Maintains confidentiality and observes Information Governance and Data Protection rules.
• Managing busy workload and conflicting priorities.
• Handling confidential and sensitive information in accordance with the Data Protection Act
• Working in a team

Desirable criteria

• Experience of working in a healthcare setting

Personal Qualities

Essential criteria

• Ability to work independently, without supervision but with the awareness of when to seek advice/support from others
• Conflict resolution and negotiation skills
• Must be reliable, kind and respectful.

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.

If you have been unemployed for a period of four years or more, please give the details of your last employer and one character referee of your choice (not members of your family). If more applicable, references will be requested from your teacher or head of faculty. Please ensure you provide full contact details.

Vacancies that are advertised as Fixed Term Contracts will also be available as secondment opportunities for substantive internal staff.

Please be aware that your documents eg. Passport/NI Card, will be electronically scanned using Home Office accredited Verification System.

Due to the high number of applications that are received for some posts, we will close vacancies before the stated closing date once the first 50 applications are received. Therefore, please apply as soon as possible.

All non-medical posts with the Trust are subject to a probationary period of six months, during which time you will be required to demonstrate to the Trust's satisfaction, your suitability for the position in which you will be employed.

Should you not hear from us within three working weeks of the closing date for this post, then regretfully in this instance, you have not been shortlisted.

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

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

• Team Administrator Band 4 JD/PS (PDF, 440.4KB)
• Functional Requirements (PDF, 536.5KB)