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 Support Services Team in Barking and Dagenham are looking to recruit an experienced Administrator, on a six months fixed term contract, who will be based at Porters Avenue Health Centre working within our LTC Admin Team.
We are looking for someone to work Monday to Friday 9am-5pm.
The post holder will have previous experience of working in the provision of excellent customer care including the maintenance of records and experience of working in an NHS environment.
You should have developed communication skills with a range of people and be able to provide an initial response to patients and assist them with their queries.
This role will also involve general administration tasks, using RIO and Caredoc ensuring confidentiality is maintained at all times.
We ask that you can prioritise your workload, be a team player are able to use your own initiative and meet deadlines.
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:
1. We are kind.
2. We are respectful.
3. We work together with our communities.
These three values help us to strive to provide the best care by the best people.
Main duties of the job
This role will be based in the Long Term Conditions Admin Team and will assist with general Administrative duties, including processing referrals, booking appointments and processing clinical letters, primarily for the Cardiac service but the role will support across all three services.
RIO will be used throughout the day and a good working knowledge of word, excel and outlook is 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
The post holder will achieve this by:
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.
Key Responsibilities:
·Communicate effectively with a range of people, either in person or 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 appropriate person to deal with (dealt with) effectively and appropriately or escalated to senior staff member if appropriate.
·Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
·Manage and maintain an efficient administrative system on behalf of others.
·Draft general correspondence on behalf of own service.
·Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
·Work without supervision and ensure urgent situations are addressed swiftly.
·Ensure workload is managed and prioritised appropriately.
·Responsible for the induction and orientation of Band 2 administrative staff and temporary staff.
·Provide guidance, advice and support to Band 2
·Acting up in the absence of the Team Lead
·Establish and maintain electronic and manual filing systems.
·Arrange and take minutes or notes at meetings that are intended for internal review only.
·Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info
·Cover other teams/services, where necessary, which may require working on other sites.
·Any other duties as required, that may be relevant to the post and within the competencies of the post holder.
Front of House
·Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
·Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
·Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
Computer/Administration
·Use the patient records system to enter client related information and care events.
·Retrieve and record patient information in line with service requirements.
·Print out monthly team reports on service activity.
·Participate in audits and surveys as necessary. Provide support in the development of audit reports
Communication
·Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust.
·Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
·Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines.
Person specification
Qualifications
Essential criteria
4. NVQ level 2 or equivalent standard of literacy and numeracy
5. NVQ Administration/Customer Service Level 3 or equivalent level of proven experience
Experience
Essential criteria
6. Working in a busy office environment
7. Experience of storing and maintaining records
Desirable criteria
8. Experience of supervising others
9. Working in an NHS environment
Knowledge
Essential criteria
10. Maintaining efficient administrative systems
11. Updating and maintaining database systems
Desirable criteria
12. Maintain confidentiality / data protection
13. Understands the needs of clients and deals tactfully and sensitively with concerns
Skills
Essential criteria
14. Basic awareness of IT
15. Establish and maintain filing systems
16. Excellent interpersonal skills in a customer focussed environment
17. Team Player
18. Ability to use own initiative and work without supervision
19. Willing to learn new skills
Other
Essential criteria
20. To be aware and demonstrate the Trust values
21. To be able to travel effectively throughout the Trust
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:
22. 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.
23. 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.
24. 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.
25. 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.