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 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
You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and can prioritise your workload ensuring that work is completed in a safe and timely manner.
You will be working within the Admin Hub’s and supporting the Respiratory Team & also supporting the Epilepsy and Parkinsons Team, based within Mayflower community Hospital, this is an office-based role. 33 hours per week, over 5 days. Flexibility with working hours.
Main duties of the job
Working alongside the nursing teams and delivering admin assistance as and when required.
Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
Ensure workload is managed and prioritised appropriately.
Establish and maintain electronic filing systems. knowledge of Systm one, Teams and Cisco Jabber, also Microsoft Office Package.
Prepare agenda’s, update action Logs, arrange and take minutes at meetings intended for internal review only. Book meeting rooms. Liaising with Reps.
Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, online, ensuring these are actioned promptly.
Receive referrals when requested via telephone, email and online, and offer appointments with clinicians for an assessment. Cancelling and amending appointments. Sending emails and SMS to patients.
Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery. Mems and other equipment audits.
Making up equipment/supply packs for the nurses.
In phase reporting – complaints and compliments
Power Bi – reporting 18 week waits
Health roster – reporting on sickness
Booking clinics
Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.
•Work without supervision and ensure urgent situations are addressed swiftly.
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.
High Cost Area Supplement - Outer London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 pro rata for part time).
High Cost Area Supplement - Fringe
This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,192 to a maximum of £2,011 pro rata for part time).
Detailed job description and main responsibilities
Communicate effectively with a range of people, on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
•
Working alongside the nursing teams and delivering admin assistance as and when required.
•
Ensure that complex calls from anxious and distressed clients are passed to an appropriate person to deal with (dealt with) effectively and appropriately or escalated to a senior staff member if appropriate.
•
Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
•
Manage and maintain an efficient administrative system on behalf of others.
•
Ensure workload is managed and prioritised appropriately.
•
Establish and maintain electronic filing systems. knowledge of Systm one, Teams and Cisco Jabber, also Microsoft Office Package.
•
Prepare agenda’s, update action Logs, arrange and take minutes at meetings intended for internal review only. Book meeting rooms. Liaising with Reps.
•
Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, online, ensuring these are actioned promptly.
•
Receive referrals when requested via telephone, email and online, and offer appointments with clinicians for an assessment. Cancelling and amending appointments. Sending emails and SMS to patients.
•
Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery. Mems and other equipment audits.
•
Making up equipment/supply packs for the nurses.
•
In phase reporting – complaints and compliments
•
Power Bi – reporting 18 week waits
•
Health roster – reporting on sickness
•
Booking clinics
•
Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.
•
Work without supervision and ensure urgent situations are addressed swiftly.
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.
Person specification
Working in a busy administration Office
Essential criteria
4. Years Experience
Desirable criteria
5. Team worker
Microsoft Package, NHS systems
Essential criteria
6. Years Experience
Desirable criteria
7. Systm One, Rio, willing to learn new systems
Administration Experience
Essential criteria
8. Clear communication skills, use own initiative
Desirable criteria
9. Bering able to make decisions on behalf of others
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.