Job summary
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. The post holder will also be responsible for admin process with the Adult health and Adoption and Fostering Admin section and be admin co-ordinator within the Community Development team and assist with management of Single service of referrals and MDT panel admin processors . The post holder will work independently and follow the policies and procedures for the Trust, and will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes, This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills. the post holder will be based at Wood Street Health Centre, Walthamstow , and required to work 22.5 hours per week. with opportunities for home working
Main duties of the job
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. The post holder will also be responsible for admin process with the Adult health and Adoption and Fostering Admin section and be admin co-ordinator within the Community Development team and assist with management of Single service of referrals and MDT panel admin processors . The post holder will work independently and follow the policies and procedures for the Trust, and will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes, This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills. the post holder will be based at Wood Street Health Centre, Walthamstow , and required to work 22.5 hours per week. with opportunities for home working
About us
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.
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 in Rainham, Essex.
High Cost Area Supplement - London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,313 and a maximum payment of £5,436 per annum pro rata).
Job description
Job responsibilities
Key Responsibilities:
- Provide a high quality confidential and comprehensive administrative service.
- 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.
- Operate bring forward and reminder systems.
- 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.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- 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.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- 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
- Manage Bands 2 and 3 staff with regular supervision
- Assist with recruitment and selection of staff
- Ability to take dictation/transcribe from audio dictation, including medical reports.
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the Directorate.
- Make administrative arrangements for ensuring new starters receive Trust and team inductions.
- Participate in project work.
Computer/Administration
- Update and maintain existing databases and support the implementation of new systems.
- Monitor and requisition stationery and non-stock items.
- Ensure all invoices relevant to the department are coded, validated and authorised for payment.
- Collate, monitoring and analyse management statistics i.e. sickness/absence and annual leave records.
Communication
- Develop and maintain an up to date Directorate staff database to facilitate effective communication.
- Liaise with IT, Estates and Stores teams to repair broken and faulty fixings and equipment.
- Responsible for communicating with staff and external stakeholders on news, events and services.
Specific Tasks directly related to the post:
- be mainly responsible for booking and maintenance of appointments for the Community Development Team and assist with maintenance of waiting lists, as appropriate, and also assist with other aspects of administrative work as required and will support the setting up and maintenance of office administration systems
- liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care.
- ensure confidential and sensitive information is kept secure.
- will work independently and follow the policies and procedures
- to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.
- To possess excellent time management and planning skills.
- To agree appointment dates and times with patients over the telephone and send out appointment letters and text messages promptly.
- To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other departments/services as necessary
- To deal with patients who DNA according to the Trusts DNA policy.
- To arrange Interpreters as required, liaising with the service providers.
- To report any problems with appointments, waiting times, or other issues pertaining to the smooth running of the department.
- Responsible for the organisation and maintenance of filing systems within the section; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
- Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
- Develop a clear understanding of the service and the role.
Job description
Job responsibilities
Key Responsibilities:
- Provide a high quality confidential and comprehensive administrative service.
- 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.
- Operate bring forward and reminder systems.
- 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.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- 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.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- 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
- Manage Bands 2 and 3 staff with regular supervision
- Assist with recruitment and selection of staff
- Ability to take dictation/transcribe from audio dictation, including medical reports.
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the Directorate.
- Make administrative arrangements for ensuring new starters receive Trust and team inductions.
- Participate in project work.
Computer/Administration
- Update and maintain existing databases and support the implementation of new systems.
- Monitor and requisition stationery and non-stock items.
- Ensure all invoices relevant to the department are coded, validated and authorised for payment.
- Collate, monitoring and analyse management statistics i.e. sickness/absence and annual leave records.
Communication
- Develop and maintain an up to date Directorate staff database to facilitate effective communication.
- Liaise with IT, Estates and Stores teams to repair broken and faulty fixings and equipment.
- Responsible for communicating with staff and external stakeholders on news, events and services.
Specific Tasks directly related to the post:
- be mainly responsible for booking and maintenance of appointments for the Community Development Team and assist with maintenance of waiting lists, as appropriate, and also assist with other aspects of administrative work as required and will support the setting up and maintenance of office administration systems
- liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care.
- ensure confidential and sensitive information is kept secure.
- will work independently and follow the policies and procedures
- to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.
- To possess excellent time management and planning skills.
- To agree appointment dates and times with patients over the telephone and send out appointment letters and text messages promptly.
- To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other departments/services as necessary
- To deal with patients who DNA according to the Trusts DNA policy.
- To arrange Interpreters as required, liaising with the service providers.
- To report any problems with appointments, waiting times, or other issues pertaining to the smooth running of the department.
- Responsible for the organisation and maintenance of filing systems within the section; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
- Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
- Develop a clear understanding of the service and the role.
Person Specification
Achievements/grades
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in a busy office environment Working in an NHS environment Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
- Good working knowledge of RIO , Outlook, Word, Excel, Power point, Access Electronic diary, e-mail and office management systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others
achieved grade/years experience
Essential
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills Team Player
- Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative Organise and prioritise own workload
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
achieved grade./years experience
Essential
- Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
Desirable
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills
Person Specification
Achievements/grades
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in a busy office environment Working in an NHS environment Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
- Good working knowledge of RIO , Outlook, Word, Excel, Power point, Access Electronic diary, e-mail and office management systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others
achieved grade/years experience
Essential
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills Team Player
- Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative Organise and prioritise own workload
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
achieved grade./years experience
Essential
- Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
Desirable
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
