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 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 and Neurodevelopmental service delivery supporting patients through the autism pathway within the Neurodevelopmental service.

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.

Main duties of the job

Provide high quality confidential and comprehensive administrative service including the management of patient clinic bookings (eg. ADOS, 3DI, Cognitive assessment clinic, ASD solo/joint) matching clinician diaries for clinics on background of using room booking system, follow up clinics and rebooking cancelled/rescheduled appointments. To provide administrative co-ordination of care including processing of new referrals and informing the relevant clinician of children added to waiting list, supporting the administration of patient caseloads, waiting lists, and adding children to relevant pathways as required. Follow up and progress patients stuck on the neurodevelopmental pathway as escalated by clinicians. Set up of parent groups, psychoeducation groups, booking of school and home visits as directed for further information on children. Outcoming of clinics which may include discharge of patients to the relevant provider and support of children flowing through the neurodevelopmental pathway. Prepare patient lists ready for multidisciplinary meetings and perform outcomed post-meeting action plans promptly in support of safe, effective care to the patient. Responding to email/telephone queries including parents’/carers’ (complaints and requests) and forwarding relevant queries to wider Neurodevelopmental team 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).

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

Note taking during ASD MDT meeting, actioning on ASD MDT outcomes on Rio and adding patients to waiting list. Sending out clinical assessment reports to internal and external clinicians  Sending out, chasing, and uploading service specific forms that need to be completed by internal and/or external stakeholders eg. ASD school forms within maintenance of the ASD form database. Sending, uploading, and chasing of school reports bringing back to MDT. Sending out clinic letters, appointment letters (and emails) and assessment reports Manage the team diary, reminders and make decisions on behalf of the manager in prioritising and re-arranging diary commitments with full knowledge of service clinical commitments within the neurodevelopmental service. Manage, open and sort incoming service and personal emails and other posts in a timely manner, and where appropriate, personally prepare and send responses to correspondence including actioning parent/clinician/school queries and requests. Maintain a detailed patient monitoring system and conduct service performance and patient level presentations as needed. Monitoring and management of ASD/neurodevelopmental caseload & waiting list Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information. Uploading of clinical documentation in a prompt and structured manner eg. 3DI questionnaires, assessment reports etc Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring patient 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 of papers, ensuring key documents are available within defined timescales. Ability to take dictation/transcribe from audio dictation, including medical reports. Maintain up to date confidential personal staff files. Contact local education to obtain and upload EHCP. Local liaison with CAMHS and other relevant clinicians to discuss concerns with children on the CYP Neurodevelopmental pathway. Contact Health Visitors when required for parental support following home visit if required

Come join NELFT named in 2021 as a ‘Working Families Top Ten Employer’ and Winner at the RIDI Awards for ‘Making a Difference – Public Sector’.

Benefits to the postholder joining NELFT will be the offer of:

Structured annual education, training, and development package through several funded clinical and non-clinical courses to support you through own career development and progression in your own career pathOpportunity to learn and apply the latest research evidence in the field of autism through partnership with the University of Cambridge Autism Research CentreLeadership, coaching and mentoring opportunitiesSideway internal transfer scheme available to open opportunities to gain exposure and a wider breadth of clinical experienceFlexible and Agile workingFamily friendly policies and proceduresCycle scheme; Key Worker Accommodation scheme; staff discounts; Parent & Carer networkResources and support to your own health, emotion and wellbeing: KeepingWell Hub; Employee Assistance Programme; Staff support line; Wellbeing Apps; Counselling services; RelateHub access to trained relationship and wellbeing advisor; Optimise Wellbeing tool

Person specification

Person Specification

Essential criteria

NVQ level 3 in relevant subject or equivalent level of proven experience Handling sensitive and confidential information correctly Good working knowledge of Outlook, Word, Excel, Power point, Access Experience with electronic diary, e-mail and office management systems Able to construct and deliver clear information/instructions to others

Desirable criteria

Significant PA experience at a senior level

Experience

Essential criteria

Working in a busy office environment

Desirable criteria

Working in an NHS environment

Skills

Essential criteria

High level of planning and organisational skills Clear communication skills including excellent writing, data entry and presentation skills

Minimum

Essential criteria

Able to construct and delivering clear information/instructions to others Advanced level IT skills Experience of working autonomously Electronic diary, e-mail and office management systems

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.