Administrator

North London NHS Foundation Trust; Botany Bay; On-site; GBP 21,000 - 30,000; Full time

Job summary

North London NHS Foundation Trust is seeking an experienced administrator to provide comprehensive secretarial support to a busy team. The role includes minute taking in multidisciplinary meetings, diary management, and handling letters and reports.

You will maintain records, manage data input, and coordinate with internal and external agencies, ensuring confidentiality at all times. The post requires strong Microsoft Office skills, excellent communication, and the ability to work with minimal

Qualifications

• NVQ3 or equivalent or relevant practical experience.
• Excellent verbal and written communication skills.
• Ability to manage confidential and sensitive information in line with Data Protection Act.
• Proficiency with Microsoft Office and trust IT systems.
• Ability to work in a team with minimal supervision.

Responsibilities

• Take and transcribe minutes at meetings and prepare agendas.
• Diary typing of letters and reports; assist in appointment scheduling with external agencies.
• Maintain records, filing, faxing and photocopying; provide comprehensive secretarial support.
• Support team manager with data inputting and reporting.
• Liaise with internal and external staff and maintain professional relationships.

Skills

Verbal communication

Written communication

Teamwork

Confidentiality

Conflict management

Education

NVQ3 or equivalent

Tools

Microsoft Office (Excel, Word, Outlook)

Trust systems

RIO

E-roster IT

Telephony systems

Job description

Your duties will encompass regular liaison regarding the keeping of the appointments, diary typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with external agencies and making appointments at the request of the service. You will assist in the maintenance of records, filing, faxing and photocopying and any duties essential to the comprehensive secretarial support service you will provide, and comply with other management requests. As well as supporting the team manager with data inputting. Your dealings with matters relating to clients and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role. Main duties of the job Effective minute taking in professionals meeting and multidisciplinary team discussions. Support with registering referrals and discharge processes including letters to families and other stakeholders Comprehensive secretarial support to the team Line manage/supervise informally or formally other junior administrative staff. support with data inputting, syncing records, support with keeping care records up to date. good telephony skills and emails correspondence with internal andoutside agencies maintain good working relations with all staff within organisation and outside agencies 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:

• We will provide consistently high-quality care closer to home.
• With our partners in North London and each borough we will ensure equity of outcome for all
• We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
• We will be more effective as an organisation by pioneering research, quality improvement and technology., Communication

To receive telephone calls and emails from outside agencies, deal with them or refer on as appropriate. To plan and coordinate your workload to ensure all deadlines are met and objectives achieved. To provide a comprehensive secretarial service to the service / department. Patient/Customer Care (if applicable) (both direct and indirect) Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team. Ensure good working relationships with all staff, the organisation and outside agencies. People (HR) Management To undertake ongoing personal development through participation in appraisal and supervision and participate in relevant training identified. To operate a desktop PC, drafting and typing of letters, typing of assessments, report and any general correspondence as requested by the team. To organise meetings as requested, including preparation of agendas, taking and transcribing minutes as required. Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration support dept. Provide reports as and when required Maintain and progress filing system as required Policy Development Ensure compliance with local policies and maintain accurate records. To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerized information system is maintained as requested. Systems and Equipment Maintain an effective brought forward system in line with the needs of the service / dept. Ensure office equipment is maintained Effort, Mental and Environment To maintain good standards of professionalism

Job description, Communication To receive telephone calls and emails from outside agencies, deal with them or refer on as appropriate. To plan and coordinate your workload to ensure all deadlines are met and objectives achieved. To provide a comprehensive secretarial service to the service / department. Patient/Customer Care (if applicable) (both direct and indirect) Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team. Ensure good working relationships with all staff, the organisation and outside agencies. People (HR) Management To undertake ongoing personal development through participation in appraisal and supervision and participate in relevant training identified. To operate a desktop PC, drafting and typing of letters, typing of assessments, report and any general correspondence as requested by the team. To organise meetings as requested, including preparation of agendas, taking and transcribing minutes as required. Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration support dept. Provide reports as and when required Maintain and progress filing system as required Policy Development Ensure compliance with local policies and maintain accurate records. To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerized information system is maintained as requested. Systems and Equipment Maintain an effective brought forward system in line with the needs of the service / dept. Ensure office equipment is maintained Effort, Mental and Environment To maintain good standards of professionalism

Education and Qualification Essential

• NVQ3 or equivalent or relevant practical experience

Experience and Knowledge Essential

• Managing Busy workload, handling confidential and sensitive information in accordance with data protection Act, working in a team, range of administrative skills

Skills and Abilities Essential

• Proficiency with the following Microsoft packages, excel, word outlook etc; Trust systems, rio, e-roster IT and Telephony skills , maintain confidentiality data inputting, Excellent verbal and written skills, minimal supervision team working, positive attitude, manage conflict

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.