Administrative Support Specialist

4 weeks ago

Ilford, Greater London, United Kingdom NELFT NHS Foundation Trust Full time

Joining NELFT NHS Foundation Trust means becoming part of a nurturing and inclusive workplace. We are proud to be rated as 'Good' by the CQC, and we invite you to be part of our journey towards achieving an Outstanding rating. Our organization operates across various regions, providing essential community and mental health services to both adults and children.

The Trust is recognized for its outstanding equality and diversity initiatives, as well as its commitment to staff health and wellbeing. We prioritize your professional development because we believe that when our employees feel valued and supported, they can deliver the highest quality care to our patients. NELFT is a Level 3 Disability Confident Leader and has consistently been featured in the Working Families Top 10 Employers benchmark. We have also achieved a Carers UK Level 1 Accreditation. Our staff networks and training opportunities are designed to foster a just and compassionate culture within our organization.

Job Overview

The Redbridge Home Treatment Team is a dynamic and friendly group. We are looking for an administrator/receptionist to assist our operations at our team base. This role is central to our service, providing vital support to clients and their families by ensuring they receive the necessary information and assisting the team in delivering high-quality, timely, and responsive services. Effective communication is crucial in this role, contributing to the wellbeing and safety of both clients and staff. We seek an individual who remains calm and approachable, even in challenging situations.

Key Responsibilities

  • Manage client reception in the waiting area
  • Handle incoming calls and respond to voicemails from clients and staff
  • Oversee the generic email inbox for the team
  • Provide printing and photocopying services for the team
  • Facilitate the administrative process for new referrals
  • Collaborate with IT, HR, and other departments
  • Process purchase orders and procurement tasks
  • Ensure the safety and security of the team base
  • Assist senior team members in developing efficient systems

Working with Us

Probationary Period

This position is subject to a probationary period, with internal applicants exempt unless currently undergoing a probationary period or part of the bank staff.

Onboarding at NELFT

We place significant importance on welcoming and inducting new team members. All new hires will join the Trust on the first Monday of each month and will undergo a comprehensive induction program lasting up to two weeks, which includes mandatory training, systems training, and equipment allocation. New starters will also have the opportunity to meet with the executive team and senior managers, and participate in various engagement sessions focused on health, wellbeing, and key processes.

High-Cost Area Supplement

This role includes a High-Cost Area Supplement of 15% of the basic salary, with a minimum payment of £4,313 and a maximum payment of £5,436.

Detailed Job Description and Responsibilities

For a comprehensive overview of the role, please refer to the attached job description. Key responsibilities include:

  • Organizing and administering effective systems for the team
  • Ensuring continuous reception coverage during working hours
  • Monitoring the collection and distribution of necessary information
  • Supporting efficient communication systems
  • Maintaining accurate information in shared drives
  • Ensuring proper budget coding and accountability
  • Taking and distributing minutes for meetings as required
  • Managing a system for recording referrals
  • Undertaking document printing and distribution as needed

We encourage you to review the attached job description and person specification for more details about this role and the benefits of working at NELFT NHS Foundation Trust. We welcome applications from individuals who may not meet all the criteria listed in the person specification, as we are committed to discussing any development needs during the interview process.

Person Specification

Education

Essential Criteria

  • Three GCSEs at grade C or above
  • Proficiency in Word, Teams, and Excel

Desirable Criteria

  • Training in PowerPoint

Experience

Essential Criteria

  • At least one year of administrative experience
  • A minimum of one year of experience in an NHS or equivalent organization
  • Experience working in mental health settings

Desirable Criteria

  • Awareness of mental health and personality disorders

Skills

Essential Criteria

  • Proven ability to work in busy, high-pressure environments

Desirable Criteria

  • Experience using receptionist telephone systems
  • Familiarity with the RIO system

Benefits

At NELFT, we believe in fostering an environment where you can bring your authentic self to work, enabling you to provide the best care to our patients. We are dedicated to supporting our employees holistically. Here’s a glimpse of what we offer:

  • A long-standing commitment to equality and diversity, with supportive networks for ethnic minority staff, staff with disabilities, and LGBT staff.
  • Flexible working opportunities to help achieve a work-life balance, recognized as a 'Top 10 Family Friendly Employer' by the Working Families Charity.
  • Comprehensive health and wellbeing support, including access to an employee assistance program and psychological support.
  • Detailed information about our wellbeing and benefits can be found in the provided link.

As a flexible working-friendly organization, we are open to discussing how we can accommodate flexible working arrangements, whether through job sharing, part-time hours, or other flexible patterns.

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