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Ilford

    Senior Administrator - Ilford, United Kingdom - NELFT North East London Foundation Trust

    NELFT North East London Foundation Trust
    NELFT North East London Foundation Trust Ilford, United Kingdom

    1 week ago

    Default job background
    Permanent
    Description

    Job summary

    The post holder will be expected to support their team, department and organisation to achieve the Trust's Values in their day to day work. These are the 5P's:

  • Putting people first
  • Prioritising quality
  • Being progressive, innovative and continually improve
  • Being professional and honest
  • Promoting what is possible - independence, opportunity and choice

    • The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.

    The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

    Main duties of the job

  • Provide a high quality confidential and comprehensive administrative service to the Specialist Palliative Care team
  • Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
  • Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence
  • 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.
  • Act as a central point of contact for external and internal callers, This post may involve speaking to both patients and their carers and relatives that are upset and stressed.
  • 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,
  • Maintain up to date confidential personal staff files.
  • 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
  • Ability to take dictation/transcribe from audio dictation, including medical reports.

    • About us

    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 focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.

    Probationary Period

    This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).

    High Cost Area Supplement

    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).

    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.

    We reserve the right to close this vacancy early should sufficient applications be received.

    Job description

    Job responsibilities

  • Provide a high quality confidential and comprehensive administrative service to the Specialist Palliative Care team
  • Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
  • Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence
  • 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..
  • Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key post may involve speaking to both patients and their carers and relatives that are upset and stressed.
  • 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.
  • 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
  • Ability to take dictation/transcribe from audio dictation, including medical reports.

    • Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.

    We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.

    Person Specification

    communication

    Essential

  • Communication

    • Desirable

  • Comms Course

    • Experience

    Essential

  • Experience

    • Desirable

  • Experience

    • .

    Essential

  • .

    • Desirable

  • .

    • Knowledge of NELFT

    Essential

  • NELFT

    • Desirable

  • NELFT

    • Skills

    Essential

  • Skills

    • Desirable

  • Skills
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