Senior Administrator for Social Services OT

at  NELFT North East London Foundation Trust

Key Responsibilities: Provide a high quality confidential and comprehensive administrative service. 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. Propose and implement changes to working practices to reflect the needs of the Service.
Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager. Co-ordinate absence/study leave Assist with recruitment and selection of staff Ability to transcribe from audio dictation, including medical Front of House Proactively maintain administrative systems as required to support the smooth running of the Directorate. Make administrative arrangements for ensuring new starters receive Trust and team inductions. Participate in project work.
Computer/Administration Update and maintain existing databases and support the implementation of new systems. Monitor and requisition stationery and non-stock items. Communication Liaise with IT, Estates and Stores teams to repair broken and faulty fixings and equipment. Responsible for communicating with staff and external stakeholders on news, events and services.
Specific Tasks directly related to the post: liaise with patients, the OT team, internal departments and external agencies to ensure continuity in achieving excellence in patient care. ensure confidential and sensitive information is kept secure. will work independently and follow the policies and procedures to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. To possess excellent time management and planning skills.
To agree appointment dates and times with patients over the telephone and send out appointment letters and text messages promptly. To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other departments/services as necessary To deal with patients who DNA according to the Trusts DNA policy. To arrange Interpreters as required, liaising with the service providers. To report any problems with appointments, waiting times, or other issues pertaining to the smooth running of the department.
Responsible for the organisation and maintenance of filing systems within the section; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information. Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures. Develop a clear understanding of the service and the role

Please refer the Job description for details