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Senior Administrator

Band 4

Main area
Band 4
22.5 hours per week
Job ref
3rd Floor, Aylmer House, Kitson Way, Harlow, CM20 1DG
£20,150 - £23,363 pa plus HCAS pro rata
25/02/2019 23:59
Interview date

Do you want to be part of an innovative, dynamic organisation that is committed to delivering the best care by the best people? We are looking to appoint people who are as passionate about high quality care as we are.

NELFT provides award winning community and mental healthcare for over 2 million people. We work to ensure our patients, their friends and family, feel confident that their health needs are well met. With an excellent reputation for research and development, our skilled health professionals are at the cutting edge of evidence-based innovation, opening up the possibilities for better ways of working and delivery of care.

We are committed to the delivering the best care for our patients. The successful candidate will share this commitment and demonstrate our Trust values.

We are committed to continuous learning to improve patient outcomes so this means that we are also committed to the professional development of our workforce. We want to ensure you have the opportunity to grow and progress within NELFT, so take the first step on this journey by joining us now.

The Emotional Mental Health & Welbeing Team based in Harlow administrative team have a part time vacancy for a Medical Secretary.  

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

Skills and experience working within the medical environment is desirable however candidates who have high quality experience in other sectors will be considered and training given.   You should be able to:

  • Provide a high quality confidential and comprehensive administrative service.
  • To type clinical reports for example, Child protection, LAC, EHC plans
  • To type clinical correspondence for example, referral letters, statements, notifications using a range of equipment including audio.
  • Organise systems access for new staff/distribute induction packs as required
  • Manage prescription pads as required
  • To administer telephone calls efficiently and courteously on behalf of the clinical team, addressing general enquiries from the public, NHS professionals, outside agencies, voluntary organisations, social services, education, parents GP’s, taking and responding to messages in accordance with current good practice in customer care
  • To maintain an effective paper/electronic filing system and ensure that the filing is completed in good time
  • Ensure patient information is entered and updated on the electronic patient record system in a timely fashion, for example, recording new patients, clinic appointments, clinic outcomes, discharging, updating progress notes, uploading documents
  • Support clinicians with the administration of groups and therapeutic interventions.
  • To plan and organise diary activities, clinical and professional appointments and room booking as required
  • Plan and book translation/interpretation services as required
  • Liaise with CAMHS inpatient units and external providers to initiate necessary action in regard to emergency admissions as required
  • Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
  • Operate bring forward and reminder systems.
  • 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 as required.
  • Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site as required.
  • 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 Children’s Targeted Services Administration Manager.
  • Co-ordinate absence/study leave
  • Manage Bands 3 staff with regular supervision
  • Assist with recruitment and selection of staff as required
  • Ability to transcribe from audio/digital dictation, to provide a word processing service for example typing of clinical letters, medical reports, correspondence and confidential reports for medical staff.

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).

Assessment/Interview info

At NELFT we set very high standards to ensure we provide quality services. We require prospective employees to carry out an online literacy and numeracy test, equivalent to NVQ Level 2. For more information regarding our assessments, please visit our website. If you are shortlisted, invited for interview and successfully offered the post, you will be required to undertake an assessment for these skills during the pre-employment checks.

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

High Cost Area Supplement - London

This post also attracts payment for High Cost Area Supplement of 5% of the basic salary.


London Healthy workplaceApprenticeships logoNo smoking policyStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Mindful employer.  Being positive about mental health.Defence Employer Recognition Scheme (ERS) - BronzeAge positiveDisability confident employerCare quality commission - Good

Applicant requirements

Applications from job seekers who require Tier 2 sponsorship to work in the UK are welcome and will be considered alongside all other applications. However, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EU/EEA candidate is available to take up the post as the employing body is unlikely, in these circumstances, to satisfy the resident labour market test. UK Visas and Immigration (UKVI) requires employers to complete this test to show that no suitably qualified EEA or EU worker can fill the post. For further information please visit the UKVI website. From 6 April 2017, Tier 2 skilled worker applicants, applying for entry clearance into the UK, must present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) will also be subject to this requirement. Guidance can be found here Criminal Records Checks for Overseas Applicants.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

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Apply online now

Further details / informal visits contact

Julia Gibson-Cranch -  Hub Manager

or Deborah Rudgely Senior Administrator

0300 300 1600