Job summary
- We are looking for a skilled and enthusiastic Administrator who is passionate about working with data to support our NDD Services.
The successful candidate will work closely with the team, ensuring that efficient and effective administration support is given to the teams, including the collection and reporting of accurate data sets.
This role require someone who is multi-skilled, with intermediate to advanced Microsoft Office suite skill set (in particular Excel). Previous NHS experience in a mental health or social care environment would be highly regarded but not essential.
Main duties of the job
To be considered for this role you will be dynamic, positive, possess strong organisational and planning skills, and have the ability to effectively support the team as required.
We are looking for a reliable self-starter, who can take the initiative and be assertive in anticipating the needs of the teams. You should be able to work autonomously as well as part of a team. You should have good verbal and written communication skills. Flexibility and confidence in the use of Excel along with attention to details is essential.
Some of the core tasks in these roles will be:
- To maintain and submit key performance data within strict timelines
- Data entry on our Electronic Patient Records (EPR) system
- To minute Business/Team Meetings
- To provide support with audits
- Procurement
- General administrative functions
About us
North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.Our Five-Year Strategy:
1. We will provide consistently high-quality care closer to home.
2. With our partners in North London and each borough we will ensure equity of outcome for all
3. We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
Why NLFT?
We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
We promote flexible working and support staff with a range of health and wellbeing initiatives.
NHS Discounts, generous annual leave and NHS pension scheme
Excellent internal staff network
In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.
Job description
Job responsibilities
i) To provide a full range of high-quality administrative support to the service line teams
ii) To ensure accuracy of data recorded on the Trust EPR, as well as any local information assets.
iii) Accurately type correspondence and complex reports, summaries and other documents, both clinical and general, using audio and copy typing.
iv) To prepare and edit presentations using appropriate software packages.
v) To implement relevant high-quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
vi) To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
vii) To manage diaries of allocated managers/professionals appropriately.
viii) To use initiative appropriately to deal with and prioritise post and telephone calls.
ix) To deal with all administrative duties to support the operation of the service line.
x) To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
xi) To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.
xii) To arrange and service meetings as necessary including the taking of minutes.
xiii) To ensure adequate stocks of stationery, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
xiv) To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
xv) To implement and follow relevant polices relating to secretarial and administrative duties.
Job description
Job responsibilities
i) To provide a full range of high-quality administrative support to the service line teams
ii) To ensure accuracy of data recorded on the Trust EPR, as well as any local information assets.
iii) Accurately type correspondence and complex reports, summaries and other documents, both clinical and general, using audio and copy typing.
iv) To prepare and edit presentations using appropriate software packages.
v) To implement relevant high-quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
vi) To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
vii) To manage diaries of allocated managers/professionals appropriately.
viii) To use initiative appropriately to deal with and prioritise post and telephone calls.
ix) To deal with all administrative duties to support the operation of the service line.
x) To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
xi) To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.
xii) To arrange and service meetings as necessary including the taking of minutes.
xiii) To ensure adequate stocks of stationery, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
xiv) To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
xv) To implement and follow relevant polices relating to secretarial and administrative duties.
Person Specification
Qualifications/Registration
Essential
- Evidence of good general education
- Formal computing and/or business administration qualifiation or equivalent experience
- Interest in continuing professional development
Skills/Abilities
Essential
- MS Office Software, to include Excel, Outlook and PowerPoint
- Communication skills, both verbally and in writing
- Ability to prioritise workload, able to work on own initiative and be proactive in problem solving
- Able to work in a challenging environment
- Diary management
- Be able to respond flexibly to competing demands of the service
Experience
Essential
- Experienced in the use of clinical databases to enter and retrieve information
- Experience of working in an administrative role
- Experience of servicing meetings
Desirable
- Experience of working in the NHS
- Understanding the needs of mental health service users
- Experience of working in a multi-disciplinary team
Knowledge
Essential
- An understanding of the Trusts Equal Opportunities policy, as well as HR policies and procedures
- An understanding of relevant legislation, e.g Health & Safety, Data Protection, Confidentiality
Person Specification
Qualifications/Registration
Essential
- Evidence of good general education
- Formal computing and/or business administration qualifiation or equivalent experience
- Interest in continuing professional development
Skills/Abilities
Essential
- MS Office Software, to include Excel, Outlook and PowerPoint
- Communication skills, both verbally and in writing
- Ability to prioritise workload, able to work on own initiative and be proactive in problem solving
- Able to work in a challenging environment
- Diary management
- Be able to respond flexibly to competing demands of the service
Experience
Essential
- Experienced in the use of clinical databases to enter and retrieve information
- Experience of working in an administrative role
- Experience of servicing meetings
Desirable
- Experience of working in the NHS
- Understanding the needs of mental health service users
- Experience of working in a multi-disciplinary team
Knowledge
Essential
- An understanding of the Trusts Equal Opportunities policy, as well as HR policies and procedures
- An understanding of relevant legislation, e.g Health & Safety, Data Protection, Confidentiality
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.
