Job summary
We are an NHS foundation Trust providing community and mental health services to people living in London and surrounding boroughs, as well as mental health services for young people in Essex, Kent and Medway. We have over 6,500 specialist staff supporting 4.3 million people.
NELFT's Learning Disability teams provide health and social care services in partnership with the Local Authority (LA) for adults with learning disabilities across the local boroughs.
Main duties of the job
- Provide a high quality confidential and comprehensive administrative service.
- 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.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Processing referrals on the trust database
- Booking interpreters
- Assist with recruitment and selection of staff.
- Ability to take dictation/transcribe from audio dictation, including minute taking at meetings.
- Supporting other team within the CHPS services
- Covering (buddy system) for other services when required
- Other duties (not mentioned here) as requested by clinical lead and manager (Please note: this JD is not exhaustive of every single job task).
About us
Starting with NELFTNELFT 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.
COVID-19 VaccinationWe 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 PeriodThis 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 - LondonThis 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:
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Oversee the facilitation and administration of meetings/panels, including taking formal minutes that are intended for external review e.g. safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
- Co-ordinate absence/study leave
- Other duties (not mentioned here) as requested by clinical lead and manager (Please note: this JD is not exhaustive of every single job task).
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the team.
- Participate in project work as required
Computer/Administration
- Develop and maintain 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 staff database to facilitate effective communication.
Specific Tasks directly related to the post:
- Ability to communicate effectively to clients attending the designated services.
- A good knowledge of the referral process for the designated service.
- Provision of one full day a week to support the Strategic and Clinical Lead.
- Understanding various services under (SPS) and working well collaboratively with various teams.
- Various admin tasks and projects as designated by the manager.
Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role.
Job description
Job responsibilities
Key Responsibilities:
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Oversee the facilitation and administration of meetings/panels, including taking formal minutes that are intended for external review e.g. safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
- Co-ordinate absence/study leave
- Other duties (not mentioned here) as requested by clinical lead and manager (Please note: this JD is not exhaustive of every single job task).
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the team.
- Participate in project work as required
Computer/Administration
- Develop and maintain 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 staff database to facilitate effective communication.
Specific Tasks directly related to the post:
- Ability to communicate effectively to clients attending the designated services.
- A good knowledge of the referral process for the designated service.
- Provision of one full day a week to support the Strategic and Clinical Lead.
- Understanding various services under (SPS) and working well collaboratively with various teams.
- Various admin tasks and projects as designated by the manager.
Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role.
Person Specification
Qualifications
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy
- RSA Text and Word Processing Level 2 or equivalent
Desirable
Experience
Essential
- Working in a busy office environment
- Working in an NHS environment
Desirable
- Working in an NHS environment
Skills
Essential
- Advanced level IT skills
- Organise and prioritise own workload
- Supporting fellow colleagues and playing a 'buddy role'
Knowledge
Essential
- Good working knowledge of Outlook, Word, Excel, Power point, Access
- Good knowledge and experience in using systems such as Careflow, RIO, Cerner, System one
Desirable
- Able to use own initiative and make decisions within the remit of your role
Person Specification
Qualifications
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy
- RSA Text and Word Processing Level 2 or equivalent
Desirable
Experience
Essential
- Working in a busy office environment
- Working in an NHS environment
Desirable
- Working in an NHS environment
Skills
Essential
- Advanced level IT skills
- Organise and prioritise own workload
- Supporting fellow colleagues and playing a 'buddy role'
Knowledge
Essential
- Good working knowledge of Outlook, Word, Excel, Power point, Access
- Good knowledge and experience in using systems such as Careflow, RIO, Cerner, System one
Desirable
- Able to use own initiative and make decisions within the remit of your role
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).
