Administrator

North London NHS Foundation Trust; City Of London; On-site; GBP 33,000 - 36,000; Full time

Benefits offered by this job

NHS discounts

Generous annual leave

NHS pension scheme

Flexible working

Excellent internal staff network

Job summary

North London NHS Foundation Trust is seeking an experienced secretary to provide comprehensive admin support within the mental health services across North London. You will manage minute taking, diary management, referrals and discharge communications, and maintain confidential records for clients and staff.

Join a team that values flexible working, professional development, and strong data handling, within a Trust that aims to deliver high-quality care close to home and maintains an emphasis on

Qualifications

• NVQ3 or equivalent or relevant practical experience.
• Experience handling confidential/sensitive information in line with data protection.
• Excellent verbal and written communication with attention to detail.

Responsibilities

• Effective minute taking in professional meetings and MDT discussions.
• Support with registering referrals and discharge communications to families and stakeholders.
• Comprehensive secretarial support to the team and supervisors.
• Line manage/supervise junior administrative staff as needed.
• Data inputting and maintaining care records up to date.
• Maintain good telephony and email communications with internal and external agencies.

Skills

MS Office

Excel

Word

Outlook

Education

NVQ3 or equivalent

Tools

RIO system

e-roster IT

Telephony skills

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.

• 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.

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 responsibilities

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

• NVQ3 or equivalent or relevant practical experience

Experience and Knowledge

• 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

• Proficiency with the following Microsoft packages, excel, word outlook etc; Trust systems, rio, e-roster IT and Telephony skills , maintain confidentiality data inputting

Personal Qualities

• Excellent verbal and written skills, minimal supervision team working, positive attitude, manage conflict

Other Requirements

• Occasional exposure to distressing or emotional circumstances

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.

£33,262 to £36,027 a yearPer annum including HCAS