Administrative Officer | Nelft Nhs Foundation Trust

An opportunity has arisen within our Children's feeding and Dietetics Service (CFADS) for a band 3 administrator. CFADS offers a high quality, coordinated service to support children and their families with a wide range of medical and developmental feeding difficulties and special dietary needs
This opportunity will allow you to use your administrative skills and to establish good working relationships with colleagues and families. You should be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner.
Please be aware that the vacancy might be closed early should we have a high number of applicants for this post so kindly do not delay applying till the closing date.
The main responsibilities of the post include: typing/editing of letters; taking calls/messages and communicating these effectively within the team; ensuring the email inbox is up-to-date; using the electronic patient record system (Systm 1) and tasks; working with internal administrative processes.
You will manage the booking of appointments and ensuring that the right child is offered and allocated to the right clinic with the right clinician, using information held within the child’s electronic record following instructions provided by the clinician. Following a clinical contact, formal reports are drafted by the clinicians and the administrator’s role is to ensure that the letters are in final format ready to be sent out. In addition to the patient related tasks the Administrators take a lead in ordering equipment, registering complements, facilitating the role of Fire Marshal and reporting any health and safety issues via the NELFT estates portal.
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
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).
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 5% of the basic salary (minimum payment of £1,136 and a maximum payment of £1,915 per annum pro rata).
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• Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
• Ensure that complex calls are passed to appropriate person to deal with effectively and appropriately, or escalated to senior staff member if appropriate
• Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
• Manage and maintain an efficient administrative system on behalf of others.
• Draft general correspondence on behalf of own service.
• Accurately produce reports, correspondence and documents from a variety of sources within agreed timescales .
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritised appropriately.
• Participate in induction of temporary staff
• Establish and maintain electronic and manual filing systems.
• Arrange and take minutes or notes at meetings that are intended for internal review only.
• Type reports as required
• Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info
• Cover other teams/services, where necessary, which may require working on other sites.
This advert closes on Friday 19 Jan 2024