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 Adult Autism Service provides support to adults (18+) with suspected or diagnosed autism living in Barking & Dagenham, Havering, Redbridge and Waltham Forest.

It is estimated that around one percent of the adult population are autistic. Autism is a lifelong condition that affects how people perceive the world and interact with others. Seen as a developmental condition, characterised by impairments in social interaction, social imagination, and communication. 

Main duties of the job

·Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.

·Pulling and filing notes for clinics and updating as necessary, opening and sorting post, faxing and photocopying as required.

·Responsible for compiling and producing computer generated letters with minor amendments.

·Production of letters, agendas, minutes, papers and reports as required by your manager.

·To encourage and develop teamwork within the team.

·Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system. 

Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

·Distribute patient satisfaction questionnaires and audits as instructed by your manager.

·Input patient data onto relevant system. Being able to retrieve reports or equivalent, as requested by the multi-disciplinary team.

·Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.

·Reception cover on site

Participate in project work as required

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 focusing 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). 

High Cost Area Supplement - London

This post attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,551 and a maximum payment of £5,735 per annum pro rata).

Certificates of Sponsorship

Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system. 

Detailed job description and main responsibilities

The post holder will achieve this by providing effective customer service and administrative support to the team. This will involve dealing with general queries from colleagues/members of the public, either face to face, over the phone and overseeing administrative systems and processes.

The post holder will provide general co-ordination of the service/department to ensure the smooth running of the service. This includes maintaining confidentiality, supporting colleagues and managing the work of others.

The post holder will consistently deliver a “client-focused” service which promotes good customer service and effective working relationships.

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.

Key Responsibilities:

·Manage team inbox and direct emails to correct colleague

·Various admin tasks and projects as designated by the manager.

·Liaising with IT Department concerning problems with soft / hardware.

·Understanding various services under (SPS) and working well collaboratively with various teams.

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

Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

·Distribute patient satisfaction questionnaires and audits as instructed by your manager.

·Input patient data onto relevant system. Being able to retrieve reports or equivalent, as requested by the multi-disciplinary team.

·Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.

Participate in project work as required

·Reception cover on site

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.

Person specification

Qualifications

Essential criteria

NVQ level 2 or equivalent standard of literacy and numeracy RSA Text and Word Processing Level 2 or equivalent

Experience

Essential criteria

Handling sensitive and confidential information and difficult calls from Clients/carers Working in a busy office environment Creating and maintaining office systems

Desirable criteria

Experience using RIO system Working in an NHS environment

Knowledge

Essential criteria

Good working knowledge of Outlook, Word, Excel, Power point, Access Able to use own initiative and make decisions within the remit of your role Maintain confidentiality/data protection

Desirable criteria

Knowledge of Autism

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.