About this role
Job summary
Launch your career in East London NHS Foundation Trust! Join our team as an apprentice and gain hands-on experience while learning valuable skills. Apprenticeships are a great way to earn while you learn. If successful for this post, you will be in a paid job gaining valuable industry workplace experience whilst completing a nationally recognised qualification.
Here at ELFT we're offering a fantastic opportunity for growth and development as an Apprentice Admin Apprenticecompleting Business Administration Level 3 apprenticeship in the Newham Community Mental Health & Specialist Services Team
Eligibility requirements
Potential apprentices must be 16 years old or above (there is no upper age limit).
You must not have prior learning in the same subject that you wish to do an apprenticeship in.
You must have been living in the UK for the last 3 years.
If you are on a Visa, you must have a valid visa that covers the length of the apprenticeship contract; read more about whether your visa is suitable here- Apprenticeship Visa Requirements
You must be able to access public funds and not already be in full-time education.
You must be able to work 37.5 hours a week.
Main duties of the job
PRINCIPLE DUTIES AND RESPONSIBILITIES
- 1. To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.
- 2. To be responsible for the booking of outpatient/clinic appointments and to make telephone calls to service users to remind them of their appointments; and to outcome general appointments and group appointments.
- 3. To be responsible for rescheduling of clinic/group appointments in the event of annual leave or cancellations.
- 4. To be responsible for the logging of referrals and ensuring that those referrals are passed on for processing and allocation.
- 5. To manage the diary and appointments system and inform clinicians of their appointment arrivals.
- 6. To support the uploading of information to service user files on RiO as instructed by Lead Administrator.
- 7. To be responsible for the booking of meeting rooms and allocation of room keys.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
MAIN PURPOSE OF POST
To provide effective and efficient reception and clerical services for the team. S/he will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems underpinning service to service users.
The post-holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential.
To deal with a range of queries from the public and other agencies; in a polite and helpful manner; whilst working in reception also by telephone and face to face encounters. Seek advice and guidance from Administrators or Operational Manager.
Responsible for taking and promptly passing on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
To type/cut and paste correspondence as and when required.
To open, close, archive and file; patient files as appropriate in line with recording keeping policies.
To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
To verify on a monthly basis all interpreters and translators that have been booked in accordance with the Newham directorate billing processes.
To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
To be responsible for updating patient demographics and checking regularly whether phone numbers are in date and updating accordingly and distributing to the team.
To undertake general office duties including: photocopying, collating, binding of documents, filing, laminating faxing etc as required.
To use information technology for a range of purposes.
To report to the Lead Administrator any issues that is of concern relating to health and safety of the building.
To have excellent verbal, written and communication skills.
To induct new staff to reception.
To have the ability to remain calm and sensitive in difficult and stressful situations.
h
Person Specification
Education & Experience
Essential
- Good standard of Written and Spoken English
- Working In a team or as part of an administrative team
Desirable
- English & Maths GCSE or equivalent functional skills
- Experience of working in an office environment and routine office administration including reception duties.
IT skills & people skills
Essential
- Basic IT skills
- Computer Literacy including word processing and data entry
Desirable
- Good communication skills
- Experience of making telephone calls and using other communication methods
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
East London NHS Foundation Trust
Address
Newham Mental Health Community for Older People
First Avenue Resource Centre
103 First Avenue
E13 8AP
United Kingdom
Employer's website
https://www.elft.nhs.uk/ (Opens in a new tab)