Senior Administrator

Job overview

An exciting opportunity has arisen for an Administrator to join the Dental and Oral-maxillofacial Trauma Psychology Service (DOT-Psychology). We are looking for a highly motivated, organised, reliable, and flexible individual to become part of our supportive team.

The successful candidate will be a confident and empathetic communicator, being a key point of contact for co-ordination between patients and clinicians. You will be able to manage and prioritise your workload effectively, ensuring tasks are completed accurately and within required timescales. You will play a key role in supporting the day-to-day running of the service.

This is a joint post managed by NELFT working in collaboration with Barts Health. You will be based at the Royal London Dental Hospital and will be responsible for ensuring smooth operations between the two Trusts. Good problem-solving skills and initiative are required to ensure the smooth and efficient operation of the service. Working closely with clinicians, you will build positive working relationships with both internal and external colleagues, providing comprehensive and confidential administrative support.

This role is offered on a hybrid basis, with a combination of office-based and home working.

Main duties of the job

This post is suitable for someone who enjoys working as part of a busy team but is also able to work on their own initiative.

Main duties include:

• Maintain and establish efficient systems for client records.
• Answering calls and managing the service inbox, responding to all enquiries promptly and professionally.
• Processing referrals received into the service
• Attend clinics at the Royal London Hospital, supporting clinicians with on-the-day coordination, patient flow, and administrative tasks.
• Ability to communicate effectively with clinical and non-clinical staff
• Supporting other team within the CHPS services
• Covering (buddy system) for other services when required
• Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
• Attention to detail and commitment to patient safety
• Work independently and respond promptly to urgent matters
• Manage and prioritise workload effectively to meet service demands.
• Prepare agendas, update action logs and arrange meetings, including booking rooms and taking minutes
• Produce reports using Power BI and Healthroster

Detailed job description and main responsibilities

• Note taking during referral meeting, actioning the outcomes on Rio and adding patients to waiting list.
• Sending out, chasing, and uploading service specific forms that need to be completed by internal and/or external stakeholder
• Prepare patient lists ready for referral meetings and perform outcome post-meeting action plans promptly in support of safe, effective care to the patient.
• Ability to take minutes for meetings
• Provide administrative support for clinic operations, including overseeing clinic activity on site to ensure smooth and efficient running.
• Proactively maintain administrative systems as required to support the smooth running of the service.
• Utilise advanced level IT skills to create reports, spreadsheets, and presentations.
• Act as the first point of contact for clients.
• Update patient records on RiO, Cerner Millenium entering client related information and care events.
• Manage incoming telephone calls
• Book rooms for clinics and meetings as required.

This post is part-time 18.75 hours per week working 4 days per week. Hours of work are:

Monday 9:00am - 1:45pm

Tuesday 9:00am - 1:45pm

Wednesday 9:00am - 1:45pm

Thursday 9:00am - 1:30pm

Working for Us

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 and Essex. We provide community and mental healthcare services to adults and children within these areas.

The Trust has award-winning equality and diversity initiatives, along with staff health and wellbeing activities. We invest significantly in your development because when you feel valued and supported, we can deliver the highest quality care to our patients. We are a Level 3 Disability Confident Leader, have been recognised in the Working Families Top 10 Employers benchmark for five consecutive years, and hold a Carers UK Level 1 Accreditation. Through our staff networks and training opportunities, we strive to foster a just and compassionate culture at NELFT.

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.

Select One:

High Cost Area Supplement – Outer London (B&D, Redbridge, Havering and Waltham Forest, CEME) This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,714 to a maximum of £5,941 p.a. pro rata for part time).

High Cost Area Supplement – Fringe (Basildon, Thurrock, Brentwood, Harlow and Dartford only) This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,303 to a maximum of £2,198 p.a. pro rata for part time)

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

We value applications that genuinely reflect each candidate’s own skills, experience and motivations. We therefore strongly discourage the use of AI-generated content in applications.

Applications should be written in your own words and accurately represent your knowledge, skills and experience.

We reserve the right to reject an application where we reasonably believe AI has been used to generate or materially contribute to its content.

Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer to this when completing your application.

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