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, and Essex. 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 five 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
An opportunity has arisen within our Community Children's Medical Admin team for a Band 3 administrator.
You will provide a high quality confidential and comprehensive administrative service within the team. This is a permanent part time post based at Thurrock Community Hospital, Thurrock, where you will work as part of the admin team for the Community Paediatricians.
This opportunity will allow you to use your administrative skills and to establish good working relationships with colleagues.
You will be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner.
In addition, we are seeking someone who is able to warmly welcome patients into the building whilst on occasions where reception cover is needed.
Please be aware that the vacancy might be closed early should we have a high number of applicants for this post so kindly do not delay applying till the closing date.
Main duties of the job
The main responsibilities of the post include: typing/editing of letters; taking calls/messages and communicating these effectively within the team; ensuring the email inbox is up-to-date; using the electronic patient record system and tasks; ordering equipment and supplies; working with internal administrative processes. You may also be asked to cover reception and warmly welcome patients and families/carers into our building.
Working for our organisation
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.
Probationary Period
This post will be subject to a probationary period.
Starting with Us
NELFT places great importance on new starters being properly welcomed into the Trust. All new starters will join the Trust on the first Monday of each month and undertake a comprehensive induction of up to two weeks, including mandatory training, systems training and the allocation of equipment. As part of the process, new starters will also have the opportunity to meet the executive team, senior managers, and attend several drop-in sessions focusing on engagement, health and wellbeing, and key processes. The induction will be held at our head office in Goodmaynes, Essex.
High Cost Area Supplement - Fringe
This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (minimum payment of £1,303 and a maximum payment of £2,198 per annum, pro rata for part time).
As part of the Trust’s objective to redeploy as many staff as possible, this role is restricted to existing internal administration staff that have contracted hours for the Trust only. If you are a current bank/agency worker that feels you have met the legal criteria to be eligible to apply for the role or are not a current administrative member of staff but seeking redeployment for other purposes, please clarify this in your application form so that this can be considered
Detailed job description and main responsibilities
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.
·Participate in induction and orientation of newly recruited administrative staff and
temporary staff.
·Establish and maintain electronic and manual filing systems.
·Arrange and take minutes or notes at meetings that are intended for internal review
only.
·Type medical or other reports as required
·Input generic data into organisational systems or in-house records. Printing of simple
reports – training records or basic clinical info
·Cover other teams/services, where necessary, which may require working on other
sites.
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
Certificates of Sponsorship
Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points-based system. When calculating the basic salary for sponsorship, HCAS (High-Cost Area Supplement) is not included to ensure fairness and consistency within our Trust.
Use of AI
Please see attached document regarding acceptable use of AI during the recruitment process.
As part of the Trust’s objective to redeploy as many staff as possible, this role is restricted to existing internal administration staff that have contracted hours for the Trust only. If you are a current bank/agency worker that feels you have met the legal criteria to be eligible to apply for the role or are not a current administrative member of staff but seeking redeployment for other purposes, please clarify this in your application form so that this can be considered.
Person specification
Trust Values
Essential criteria
4. To be aware and demonstrate the Trust Values
Qualifications
Essential criteria
5. NVQ level 2 or equivalent standard of literacy and numeracy
6. NVQ level 3 in relevant subject or equivalent level of proven experience
Experience
Essential criteria
7. Working in a busy office environment
8. Experience of storing and maintaining confidential and sensitive records
Desirable criteria
9. Working in an NHS environment
Knowledge
Essential criteria
10. Maintaining efficient administrative systems
11. Maintain confidentiality/data protection
12. Good working knowledge of Outlook, Word, Excel, Power point
13. Updating and maintaining database systems
Desirable criteria
14. SystmOne knowledge
Skills
Essential criteria
15. Advanced level IT skills
16. Establish and maintain good working relationships
17. Excellent interpersonal skills in a customer focussed environment
18. Able to use own initiative and work without supervision
19. Able to prioritise own workload
20. Clear communication skills including excellent writing, data entry and presentation skills
Desirable criteria
21. To be able to travel effectively throughout the Trust
22. Able to audio type
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:
23. 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.
24. 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.
25. 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.
26. 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.