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Job summary

Main area
ADMINISTRATION
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
  • Part time
  • Job share
  • Flexible working
  • Home or remote working
33 hours per week
Job ref
395-EA325-25-B
Employer
NELFT NHS Foundation Trust
Employer type
NHS
Site
MAYFLOWER COMMUNITY HOSPITAL
Town
BILLERICAY
Salary
£24,937 - £26,598 Per Annum
Salary period
Yearly
Closing
29/12/2025 23:59

Employer heading

NELFT NHS Foundation Trust logo

ADMINISTRATOR

NHS AfC: Band 3

Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.

The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for five consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.

Find out more about NELFT careers and what makes our Trust a great place to work, in this video

Job overview

You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and can prioritise your workload ensuring that work is completed in a safe and timely manner.
You will be working within the Admin Hub’s and supporting the Respiratory Team & also supporting the Epilepsy and Parkinsons Team, based within Mayflower community Hospital, this is an office-based role. 33 hours per week, over 5 days. Flexibility with working hours.

Main duties of the job

Working alongside the nursing teams and delivering admin assistance as and when required.
Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.
Ensure workload is managed and prioritised appropriately.
Establish and maintain electronic filing systems. knowledge of Systm one, Teams and Cisco Jabber, also Microsoft Office Package.
Prepare agenda’s, update action Logs, arrange and take minutes at meetings intended for internal review only. Book meeting rooms. Liaising with Reps.
Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, online, ensuring these are actioned promptly.
Receive referrals when requested via telephone, email and online, and offer appointments with clinicians for an assessment. Cancelling and amending appointments. Sending emails and SMS to patients.
Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery. Mems and other equipment audits.
Making up equipment/supply packs for the nurses.
In phase reporting – complaints and compliments
Power Bi – reporting 18 week waits
Health roster – reporting on sickness
Booking clinics
Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.
•Work without supervision and ensure urgent situations are addressed swiftly.

Working for our organisation

Our Values 2025 - 2030

Working with our colleagues, patients and carers we have co-produced three new values that we aim to embed within our culture here at NELFT.

They are:

  • We are kind. 
  • We are respectful.
  • We work together with our communities.

These three values help us to strive to provide the best care by the best people.

Probationary Period

This post will be subject to a probationary period. 

 

High Cost Area Supplement - Outer London

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 p.a. pro rata for part time).

High Cost Area Supplement - Fringe

This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,192 to a maximum of £2,011 p.a. pro rata for part time).

Detailed job description and main responsibilities

Communicate effectively with a range of people, on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.

Working alongside the nursing teams and delivering admin assistance as and when required.

Ensure that complex calls from anxious and distressed clients are passed to an appropriate person to deal with (dealt with) effectively and appropriately or escalated to a senior staff member if appropriate.

Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.

Manage and maintain an efficient administrative system on behalf of others.

Ensure workload is managed and prioritised appropriately.

Establish and maintain electronic filing systems. knowledge of Systm one, Teams and Cisco Jabber, also Microsoft Office Package.

Prepare agenda’s, update action Logs, arrange and take minutes at meetings intended for internal review only. Book meeting rooms. Liaising with Reps.

Input generic data into organisational systems or in-house records. Receive and action queries via various routes, including email, telephone, online, ensuring these are actioned promptly.

Receive referrals when requested via telephone, email and online, and offer appointments with clinicians for an assessment. Cancelling and amending appointments. Sending emails and SMS to patients.

Ordering of all supplies, managing stock rotation, including putting stock away on receipt of delivery. Mems and other equipment audits.

Making up equipment/supply packs for the nurses.

In phase reporting – complaints and compliments

Power Bi – reporting 18 week waits

Health roster – reporting on sickness

Booking clinics

Cover other admin Hubs, at various locations, where necessary, which may require working on other sites.

Work without supervision and ensure urgent situations are addressed swiftly.

Certificates of Sponsorship
Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points-based system. When calculating the basic salary for sponsorship, HCAS (High-Cost Area Supplement) is not included to ensure fairness and consistency within our Trust.


Use of AI
Please see attached document regarding acceptable use of AI during the recruitment process.

 

Person specification

Working in a busy administration Office

Essential criteria
  • Years Experience
Desirable criteria
  • Team worker

Microsoft Package, NHS systems

Essential criteria
  • Years Experience
Desirable criteria
  • Systm One, Rio, willing to learn new systems

Administration Experience

Essential criteria
  • Clear communication skills, use own initiative
Desirable criteria
  • Bering able to make decisions on behalf of others

Employer certification / accreditation badges

Employers for CarersApprenticeships logoAge positiveDisability confident employerHappy to Talk Flexible WorkingDefence Employer Recognition Scheme (ERS) - GoldEmployers Network for Equality & InclusionTop 10 Employer 2023

Application numbers

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, we encourage you to submit your application as soon as possible to ensure consideration.

If you require any additional support during the application process please contact [email protected]. We are happy to make reasonable adjustments to support you throughout the recruitment journey.

Documents to download

Apply online now

Further details / informal visits contact

Name
JO MELLY
Job title
ADMIN MANAGER
Email address
[email protected]
Telephone number
07849077504
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