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

Provide a comprehensive medical secretarial and administrative support service to the Knight Ward nursing team, clinicians and their associated staff including ward doctors. To adhere to tight timescales, and produce work of a high standard of quality and to organisational targets. Typing of complex documents, using appropriate software packages. Maintain the electronic diaries of clinicians and ward manager. Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met. Deal with queries from service users including their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Deal with complex mail. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc. Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services. Provide admin support for the ward team and booking a team player and assist colleagues and cover absences when required, and to undertake any other ad-hoc duties in line with operational and service needs. 

The post holder will be based at Sunflowers Court, Goodmayes Hospital, Ilford, and required to work 9am - 5pm, hours hours per week.

Main duties of the job

·Provide a high quality confidential and comprehensive administrative and secretarial service.

·Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.

·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.

·Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.

·Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.

Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination

Working for our organisation

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).

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.

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 £4,551 to a maximum of £5,735 pro rata for part time).

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

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.

We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.

Person specification

Achieved Grade/Years of expereince

Essential criteria

NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience

Desirable criteria

Working in a busy office environment Working in an NHS environment Significant administrative experience Creating and maintaining office systems

Experience/Skills

Essential criteria

Handling sensitive and confidential information Experience of working autonomously

Desirable criteria

NHS Priorities and Issues Good working knowledge of Outlook, Word, Excel, Power point, Access Update and maintain efficient administration systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others Able to analyse systems to improve services

knowledge/skills

Essential criteria

Advanced level IT skills Establish and maintain good working relationships Excellent interpersonal skills

Desirable criteria

Clear communication skills including excellent writing, data entry and presentation skills Able to construct and delivering clear information/instructions to others Able to multi-task Able to work without supervision and use own initiative

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.