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 be expected to support Kahlo Ward team, female acute inpatient unit and the organisation to achieve the Trust’s Values in their day-to-day work.
The post holder will be required to provide a comprehensive and confidential secretarial and/or administrative support to the Kahlo Ward team to ensure the smooth running of the ward.
The post holder will work as a key member of the multi-disciplinary team base on the ward and assist in the promotion of a high quality service.
Main duties of the job
• 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 dealt with effectively and appropriately.
• 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 the ward.
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritised appropriately.
• Book patient transport for discharge and outpatient appointments.
• Establish and maintain electronic and manual filing systems.
• Arrange and take minutes at internal meetings.
• Ensure all invoices relevant to the department are coded, validated and authorised for payment.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Monitor and maintain petty cash refunds for expenses and keys held on site.
• This role will involve taking minutes for team business meeting, booking appointments, interpreters, filing, reporting estate work for repairs, ordering medical equipment, patients food and booking transport for patients, ensuring confidentiality is maintained at all times.
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 focussing 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
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).
Detailed job description and main responsibilities
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.
The post holder will work as a key member of the multi-disciplinary team and assist in the promotion of a high quality service.
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.
References
Please ensure that the references are from your most recent employer and one of these must be your direct Line Manager or Supervisor. You must provide professional email addresses for all referees as we will contact them as soon as an offer has been made. Please note we do not request references prior to interviews. Additionally, ensure that any gaps in your employment history are clearly indicated. All applications made through NHS Jobs account will be processed by TRAC System. Please note that some emails may go to your spam/junk mailbox so make sure you check this regularly.
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.
If you like the sound of working with NELFT, don’t waste a moment and apply now!
Person specification
Demonstrating of Trust Values
Essential criteria
1. Putting people first, Prioritising quality, Being progressive, innovative and continually improve
Desirable criteria
2. Being professional and honest
Qualifications
Essential criteria
3. NVQ Administration/Customer Service Level 3 or equivalent level of proven experience
Desirable criteria
4. NVQ level 2 or equivalent standard of literacy and numeracy
Experience
Essential criteria
5. Working in a busy office environment
Desirable criteria
6. Working in an NHS environment
Knowledge & Skills
Essential criteria
7. Maintaining efficient administrative systems
8. Understand the needs of clients and deal tactfully and sensitively with concerns
Desirable criteria
9. Excellent interpersonal skills in a customer focussed environment
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:
10. 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.
11. 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.
12. 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.
13. 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.