Administrator

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, Essex, Kent and Medway. 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 three 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 currently have an excellent opportunity within our Mental Health Support Teams for a band 3 administrator. The position will contribute to the efficient running of the team. The successful candidates will help strengthen our current team, improving communication and making responses quicker.

For more information about our service please see our Website 

Kent and Medway Mental Health Support Teams | NELFT NHS Foundation Trust

Main duties of the job

You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner.

Our service is new and we are developing lots of new processes and procedures so good IT and project management skills and knowledge of the NHS is desirable. 

As we work with Children and Young People all of our team are enthusiastic about ensuring the best outcomes for our service users so a passion to make a difference is important. 

Each member of the admin team is allocated to Mental Health Support Team area across the county to this may require once a month travelling to a different site to support team meetings, so a willingness for infrequent travel is essential. (all travel costs for business reasons can be claimed as travel expenses)

Working for our organisation

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 focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.

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).

We reserve the right to close this vacancy early should sufficient applications be received.

Use of AI

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Detailed job description and main responsibilities

Key Responsibilities:

Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication. Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits. Manage and maintain an efficient administrative system on behalf of others. Draft general correspondence on behalf of own service. Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports). Work without supervision and ensure urgent situations are addressed swiftly. Ensure workload is managed and prioritised appropriately. Participate in induction and orientation of Band 2 administrative staff and temporary staff. Provide guidance, advice and support to other administrators Establish and maintain electronic and manual filing systems. Arrange and take minutes or notes at meetings that are intended for internal review only. Type medical or other reports as required Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info Cover other teams/services, where necessary, which may require working on other sites. Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site

Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Person specification

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Essential criteria

qualification in administration NVQ level 2-4 1-2 years administrative experience

Desirable criteria

has experience of working in NHS Driving Licence

Skills

Essential criteria

Clear communication skills including excellent writing, data entry and presentation skills

Knowledge

Essential criteria

Excellent IT skills (MS Teams, Excel, Powerpoint, Publisher, Outlook etc)

Desirable criteria

Previous knowledge of rio or system one

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.