Administrator @ North London NHS Foundation Trust

Job summary

An exciting opportunity has arisen for an organised and motivated Administrator to join the Estates team at North London NHS Foundation Trust.

The postholder will work closely with the Associate Director of Capital Development and Estates Strategy, providing day-to-day administrative support.

A key part of the role will be supporting the effective management of project files and documentation, ensuring records are accurate, well organised, up to date and easily accessible.

The Administrator will maintain SharePoint folders, project records, programme trackers and other key information, helping to ensure appropriate document control and record keeping.

The role will also support the Associate Director with diary management, meetings, correspondence, reports, presentations and the monitoring of actions and deadlines.

The successful candidate will be highly organised, confident using Microsoft Office and able to manage a varied workload while maintaining a high level of accuracy.

This is an excellent opportunity for someone who enjoys working closely with senior management and providing reliable administrative support within a busy Estates and Capital environment.

The postholder will demonstrate the Trust's values and The North London Way, contributing to an efficient, professional and well-organised service.

Main duties of the job

The Administrator will work closely with the Associate Director of Capital Development and Estates Strategy, providing high-quality administrative support to ensure the effective organisation and management of the Capital Development and Estates function.

Key responsibilities will include

• Providing day-to-day administrative support to the Associate Director, including diary management, correspondence, meeting arrangements and monitoring key actions.
• Managing and maintaining project files and documentation, ensuring information is accurate, up to date, appropriately organised and easily accessible.
• Maintaining SharePoint folders, programme trackers, project records and other Estates information systems, ensuring effective document control and version management.
• Preparing and formatting reports, presentations, briefings, meeting papers and other documentation to a high professional standard.
• Coordinating meetings, including preparing agendas, circulating papers, taking accurate minutes and following up agreed actions.
• Monitoring actions, deadlines and outstanding information, liaising with relevant colleagues to support timely completion.
• Communicating professionally with Trust colleagues, contractors, suppliers and other stakeholders on behalf of the Associate Director and wider team.
• Maintaining accurate and confidential records and ensuring information is handled in accordance with Trust policies, data protection and information governance requirements.

About us

North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.

Our Five-Year Strategy

• We will provide consistently high-quality care closer to home.
• With our partners in North London and each borough we will ensure equity of outcome for all
• We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
• We will be more effective as an organisation by pioneering research, quality improvement and technology.

Why NLFT?

• We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
• We promote flexible working and support staff with a range of health and wellbeing initiatives.
• NHS Discounts, generous annual leave and NHS pension scheme
• Excellent internal staff network

In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

Job description

Job responsibilities

Key responsibilities will include

• Work closely with the Associate Director, providing reliable and responsive administrative support and assisting with the effective management of day-to-day priorities.
• Manage the Associate Directors diary, arrange meetings and appointments, coordinate meeting requirements and ensure relevant information and documentation are available when required.
• Maintain SharePoint folders and electronic filing systems, ensuring documents are appropriately named, organised, version-controlled and easily accessible to authorised members of the team.
• Maintain and update project trackers, programme information, action logs, databases and other Estates records, ensuring information remains accurate and current.
• Prepare and format correspondence, reports, presentations, briefings, spreadsheets and meeting papers to a professional standard.
• Provide administrative support for meetings, including preparation and circulation of agendas and papers, taking accurate minutes and maintaining records of decisions and agreed actions.
• Monitor actions, deadlines and outstanding information arising from meetings and project activities, following up with relevant colleagues as required.

Person Specification

Essential /Qualifications/ Registrations

Essential

• Qualifications/ Registrations

Desirable

• Business Administration NVQ Level 3/4
• oAwareness of Estates & Facilities functions oExperience in NHS or Estates & Facilities environment

Skills/ Abilities

Essential

• Skills/ AbilitiesoStrong IT skills (Outlook, Word, Excel) oAccurate data entry oGood written and verbal communication oAbility to prioritise workload oWork independently and as part of a team oRespond to changing demands

Experience

Essential

• Experience/ KnowledgeoExperience in an administrative role oExperience handling confidential information oExperience of dealing with challenging situations oExperience of working with service users

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to 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) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North London NHS Foundation Trust

Address

North London NHS Foundation Trust Estates & Facilities 2nd Floor,/ Centro 3, The Centro Buildings

19 Mandela Street

London

NW1 0DU

United Kingdom

Employer's website

https://www.northlondonmentalhealth.nhs.uk/ (Opens in a new tab)