Job summary
To 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. The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. Able to deal with unpredictable work patterns and proactively deal with issues without reference to others. The post holder will work within SPA and MDT Team and also assist with Appointments and Educational Health & Care Assessment (EHC) admin co-ordinators within the Community Development team. The post holder will work independently and follow the policies and procedures for the Trust, and will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes, This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills. the post holder will be based at Wood Street Health Centre, Walthamstow , and required to work 37.5 hours per week. with opportunities for home working
Main duties of the job
To 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. The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. Able to deal with unpredictable work patterns and proactively deal with issues without reference to others. The post holder will work within SPA and MDT Team and also assist with Appointments and Educational Health & Care Assessment (EHC) admin co-ordinators within the Community Development team. The post holder will work independently and follow the policies and procedures for the Trust, and will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes, This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills. the post holder will be based at Wood Street Health Centre, Walthamstow , and required to work 37.5 hours per week. with opportunities for home working
About us
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
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 focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement - London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,313 and a maximum payment of £5,436 per annum pro rata).
Job description
Job responsibilities
- Provide a high quality confidential and comprehensive administrative 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 of papers, ensuring that key documents are available within defined timescales.Maintain up to date confidential personal staff files.Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
Job description
Job responsibilities
- Provide a high quality confidential and comprehensive administrative 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 of papers, ensuring that key documents are available within defined timescales.Maintain up to date confidential personal staff files.Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
Person Specification
Achieved grade,Experience and knowledge
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in an NHS environment Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
Experience
Essential
- NHS Priorities and Issues Good working knowledge of RIO , Outlook, Word, Excel, Power point, Access Electronic diary, e-mail and office management systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others
Desirable
- Formal minute taking skills/shorthand Advanced level IT skills Audio typing skills High level of planning and organisational skills Establish and maintain good working relationships
knowledge/expereience
Essential
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills Team Player 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
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
Person Specification
Achieved grade,Experience and knowledge
Essential
- NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience
Desirable
- Working in an NHS environment Significant Administrative experience at a senior level Handling sensitive and confidential information Experience of working autonomously
Experience
Essential
- NHS Priorities and Issues Good working knowledge of RIO , Outlook, Word, Excel, Power point, Access Electronic diary, e-mail and office management systems Maintain confidentiality/data protection Able to use own initiative and make decisions on behalf of others
Desirable
- Formal minute taking skills/shorthand Advanced level IT skills Audio typing skills High level of planning and organisational skills Establish and maintain good working relationships
knowledge/expereience
Essential
- High level of planning and organisational skills Establish and maintain good working relationships Excellent interpersonal skills Team Player 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
Desirable
- Commitment to continuing professional development To be aware and demonstrate the Trust Values
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
