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

An exciting opportunity has risen for an Administrator to the Community Health & Social Care teams within Barking & Dagenham The successful candidate will provide general administrative assistance to the Community Health & Social Care Teams .

The post holder will achieve this by providing effective administrative support to the locality/department. This will involve dealing with general queries, ordering equipment/supplies and supporting the Community Teams with general administrative duties including minute taking 

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

To provide a central point of access to district nursing teams ensuring day-to-day administrative duties are carried out enabling clinicians to increase their client contact time. To provide high standard, smooth, efficient and organised administrative support at service level, liaising with the senior staff on duty. To manage day-to-day administrative duties to ensure the smooth running of the service. To assist the teams by liaising with other departments or agencies for all aspects of the service users experience with the service. To act as a point of contact for service users and to deal appropriately with enquiries. To accurately input activity data onto the district nursing database.

Main duties of the job

Maintaining efficient systems for client records by creating, maintaining, filing, archiving and when necessary, locating missing notes and arranging transfer of notes between Departments as requested by clinical staff. Pulling and filing notes as requested and updating as necessary, opening and sorting post and photocopying as required. Typing of letters, agendas, minutes, papers and reports as required To encourage and develop teamwork within the team. To highlight any operational concerns regarding administrative systems so that they can be reviewed. To ensure a safe working environment  To photocopy notes and/or histological/pathological/radiological investigation results when necessary.

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 also 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).

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: 

Cover other teams/services, where necessary, which may require working on other sites. To effectively deal with enquiries both in person and by telephone in a polite and courteous manner, demonstrating customer care awareness. To liaise with senior staff, to ensure smooth running of the service. To provide administrative support as and when required. To provide administrative support in the organising of team meetings, assist sending invitations and distributing any outcomes. To establish and maintain efficient filing and database systems and update risk logs and equipment logs. Manage mail, responding where appropriate and directing/prioritising to assist in the efficiency of service delivery. Establish and maintain effective filing system for location of patient notes Ensure the sufficient organisation of stationary and documentation stock: Ordering of stationary and maintaining a stock control Manual handling and sorting of deliveries. Ordering clinical equipment as requested. Maintaining delivery records. Photocopying various patient forms/documents and ensuring these are always in supply. Ensuring sufficient stock of patient information leaflets, patients’ rights leaflets and complaint leaflets. To organise team meetings and service meetings as requested. To liaise with other health care professionals community matrons, respiratory team, diabetes etc as required. To undertake faxing, photocopying and operating any other office equipment as necessary. Manage frequent interruptions from telephone and individuals during the day which may result in ad hoc changes in prioritisation of workload.  Record and prepare draft minutes of meetings, specifying decisions made and following actions required. Maintain confidentiality in accordance with the CHS policy. Archiving of patient records. Maintain patient database and ensure all activity data is collected and submitted by the appropriate date each month. To assist administration team in reporting any facility maintenance/repair needs to the Facilities department, keeping a detailed logging system and ensuring that any maintenance or repair work is carried out satisfactorily and recorded. Taking, recording and forwarding messages in a clear and concise manner. Maintain good professional standards of behaviour and appearance. Participate in training, as required, for skill development and as part of own identified Personal Development Plan (PDP). Implement policy and service development changes as directed. To cascade patient safety (MDA/MHRA/NPSA) information and report actions taken.

Person specification

Essential

Essential criteria

Microsoft Tool knowledge

Essentail

Essential criteria

Basic awareness of IT and IT skills

Essentail

Essential criteria

Able to manage and prioritise own workload

Desirable criteria

Customer service 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.