Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 367-LD&F-9743
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- ELDP, Kao Park
- Town
- London Road, Harlow
- Salary
- £26,240 - £27,928 Per annum, Pro rata (5% HCAS Included)
- Salary period
- Yearly
- Closing
- 19/10/2025 23:59
Employer heading
Business Adminstrator Band 3
NHS AfC: Band 3
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
Job overview
The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust.
Key duties may include: greeting visitors, answering and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings and carrying out various admin tasks such as photocopying, scanning and archiving documents. Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes.
In addition, the role may also involve ensuring safety systems are in place, acting as a Fire Marshall in cases of emergencies.
The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.
All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Main duties of the job
· Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building.
· To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams
· Sort and distribute incoming mail
· Process outgoing mail (external and internal) as appropriate including
· franking post and preparing recorded/special delivery when required/ use of Envoypost printserver
· To maintain system for the booking of rooms and ensure the room are used as efficiently as possible.
· Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required.
· Photocopy, scan, fax, email or archive documents as required.
· To implement staff safety systems as per policy.
· To act as Fire Marshall, including completion of evacuation register in the event of fire or practice evacuation to ensure the safe evacuation of the building and directing fire brigade on arrival.
· Ensure departmental inspections and health and safety risk assessments are carried out as required.
To report and ensure equipment and environment faults are dealt with by relevant persons
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Detailed job description and main responsibilities
· Maintain petty cash systems as required following financial policies and procedures.
· Complete typing and other administration tasks as required.
· Organise patient transport for discharge, appointments, admissions
· Arrange meetings / appointments on a regular basis
· Book staff training as requested
· To plan and update diaries as and when necessary
· The post holder will be expected to establish and maintain effective bring-forward and filing systems.
· Be aware of and able to make adjustments to plans at short notice
· To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
· To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.
· Keep data/information systems up to date and stores information correctly and safely. Admissions: preparation of folders if service user is new to the service, or the receiving of old folder if transferred, logging of admission onto Paris. To maintain service users data on PARIS
· Booking and recording of staff training and logging of attendance to training
· Responsible for informing services users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
· To negotiate agreements and co-operation from patients using tact at all times
· To provide minute taking support on occasions
· To provide letter writing support on occasions
· Any other duties as deemed appropriate to grade as requested by managers.
· To update skills as necessary and attend mandatory training
Person specification
Qualifications
Essential criteria
- Educated to Secondary Level with GCSE qualifications or equivalent
Desirable criteria
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship
Experience
Essential criteria
- Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures andsystems, some of which are nonroutine andnon-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Jane Mills
- Job title
- Service Coordinator Admin Manager
- Email address
- [email protected]
- Telephone number
- 0776 2543151
List jobs with Hertfordshire Partnership NHS Foundation Trust in Administrative Services or all sectors