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

The expectation of this post holder will be to support their team, department, and organisation to achieve the Trust’s Values in their day-to-day work.
• We Are kind
• We Are Respectful
•We Work with others in our communities

The post holder will be required to provide a comprehensive and confidential secretarial and/or administrative support to the locality/department to ensure the smooth running of the area.
You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and can prioritise your workload ensuring that work is completed in a safe and timely manner.

Main duties of the job

Communicate effectively with a range of people, 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 an appropriate person to deal with (dealt with) effectively and appropriately or escalated to a senior staff member if appropriate.

Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.

Manage and maintain an efficient administrative system on behalf of others.

Work without supervision and ensure urgent situations are addressed swiftly.

Establish and maintain electronic filing systems. Knowledge of System one, Teams and Cisco Jabber.

Arrange and take minutes or notes at meetings intended for internal review only.

Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, post and online, ensuring these are actioned promptly.

Receive Referrals when requested via telephone, email, post and online, and offer appointments with clinicians for an assessment.

Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.

Participate in audits and surveys as necessary. Provide support in the development of audit reports.

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. 

NELFT place great 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 undertake a comprehensive induction of up to two weeks, including 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.

High Cost Area Supplement - Outer London

This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 pro rata for part time).

High Cost Area Supplement - Fringe

This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,258 to a maximum of £2,122 pro rata for part time).

Detailed job description and main responsibilities

Communicate effectively with a range of people, 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 an appropriate person to deal with (dealt with) effectively and appropriately or escalated to a senior staff member if appropriate.
Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
Manage and maintain an efficient administrative system on behalf of others.
Work without supervision and ensure urgent situations are addressed swiftly.
Ensure workload is managed and prioritised appropriately.
Establish and maintain electronic filing systems. Knowledge of System one, Teams and Cisco Jabber.
Arrange and take minutes or notes at meetings intended for internal review only.
Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, post and online, ensuring these are actioned promptly.
Receive Referrals when requested via telephone, email, post and online, and offer appointments with clinicians for an assessment.
Take and record minutes for team meetings.
Training new staff once experienced.
Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery.
Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.

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.

Job Description

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 closely to this when completing your application.

Person specification

NHS Exp

Essential criteria

Years experience

System One Experience

Essential criteria

Years expereince/working enviroment

IT systems including inhouse systems

Essential criteria

Years experience

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.