Senior Administrator

Due to new investment in the Waltham Forest Integrated Children's Occupational Therapy (OT) team we are seeking a highly experienced administrator for an exciting fixed term role.

The Children's Health OT team and Children's Social Care OT team have integrated and now require further admin support to carry out and support development of new processes, working closely with the clinical lead OT and established team including clinicians, admin and assistants. The role will also involve telephone communication with families as a first line of contact.

NELFT is one of the largest NHS trusts in the country, and serves the London borough of Havering, Redbridge, Barking and Dagenham as well as Waltham Forest. NELFT is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation.
- Ability to communicate effectively to clients with ASD and their carers as they are the first point of contact to referrers.
- A good knowledge of the OT service and the referral process.
- Using own initiative, as there will be situations that require it.
- Attending the service meeting, taking notes, and actioning any tasks as needed.

Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role. Please find attached a more detailed Job description.

COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
Probationary Period
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement - London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,108 and a maximum payment of £5,177 per annum pro rata).

**Key Responsibilities**:

- Provide a high quality confidential and comprehensive administrative service.
- Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
- Co-ordinate absence/study leave
- Assist with recruitment and selection of staff

Front of House
- Proactively maintain administrative systems as required to support the smooth running of the Directorate.
- Make administrative arrangements for ensuring new starters receive Trust and team inductions.
- Participate in project work.

Computer/Administration
- Update and maintain existing databases and support the implementation of new systems.
- Monitor and requisition stationery and non-stock items.
- Ensure all invoices relevant to the department are coded, validated and authorised for payment.
- Collate, monitoring and analyse management statistics i.e. sickness/absence and annual leave records.

Communication
- Develop and maintai