Band 3 Administrator Assistant - IPS Employment Services

The IPS Administrative Assistant plays a vital role in supporting the smooth and efficient running of the Individual Placement and Support (IPS) Employment Service across Bedfordshire and Luton. Working closely with the Service Manager, Team Leads and wider IPS team, the postholder will provide high-quality administrative, data and coordination support to ensure accurate reporting, compliance and timely communication. Key responsibilities include maintaining and validating service data for monthly and quarterly submissions, preparing reports and meeting packs, managing correspondence and documentation in line with governance standards, and providing admin cover during staff absence to maintain continuity. The role is essential in supporting service performance, quality assurance and audit-readiness, enabling the team to meet national IPS targets and deliver a consistent, well-organised service for staff and service users alike.,

• To ensure that all incoming post is date-stamped and distributed
to the appropriate persons and that out-going mail is sorted according to internal, external departments and relevant agencies.
• To receive all incoming calls to the service/team and deal
appropriately in a courteous and helpful manner.
• To deal with a range of queries from the public and other
agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advice and guidance from IPS Employment Service Manager.
• To take and promptly pass 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., 1. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies. 2. To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner. 3. To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advice and guidance from IPS Employment Service Manager. 4. To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines. 5. To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally. 6. To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals. 7. To ensure that staff have updated the appointment system. 8. To co-ordinate and oversee room bookings and report any problems as appropriate. 9. To type correspondence such as letters, reports using digital dictation when required. 10. To book interpreters and translators for client's appointments and monitor confirmation of bookings and action as appropriate. 11. 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. 12. Receive and manage referrals into the service, and discharges. 13. To update patient information on IT database systems, including RiO, ensuring data quality is monitored and any concerns raised. 14. To undertake general office duties including: photocopying, collating and binding of documents, laminating, etc. as required. 15. To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate 16. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times. 17. To receive regular one to one and team supervision from the IPS Employment Service Manager. 18. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with. 19. To use information technology for a range of purposes. 20. To report to the IPS Employment Service Manager any issues that are of concern relating to health and safety of the building. 21. To have excellent verbal, written and communication skills 22. To have the ability to remain calm and sensitive in difficult and stressful situations PERSONAL DEVELOPMENT 23. To undertake professional and personal development as agreed with line manager and participate in regular supervision and appraisal. 24. To attend appropriate IT and administrative training courses. 25. To attend staff, administration and team meetings. 26. Adopt and implement agreed service developments in line with the Directorate and Trust objectives 27. Responsible for own personal development NOTE The duties and responsibilities outlined in this job description although comprehensive are not definitive and you may be required to perform other duties at the request of your manager. This job description is designed to reflect duties currently incorporated in this post. These may change in the light of changes in the service provided by the Trust. Any such changes will be fully discussed with the post holder. Post holder will be expected be flexible and mobile in terms of their specific responsibilities and the location of their role in unforeseen circumstances and the needs of the service. Making Things Better Quality Improvement is a key part of our work to improve our services and refine how we do things. We have a global reputation for our quality improvement work and we don't stand still! So we offer a fantastic opportunity for our staff to learn, lead and contribute towards improving our services. We launched our Five Year Strategy in April 2018, which identified four main strategic outcomes to improve: population health outcomes, experience of care, staff experience and improve value. This complements the NHS Long Term Strategy and sets out our direction of travel. Our Community We provide a wide range of community health and mental health inpatient services to children, young people, adults of working age, and older adults in The City of London, Hackney, Newham, Tower Hamlets, Bedfordshire and Luton. We also provide psychological therapy services to the London Borough of Richmond, and provide Forensic services to the whole of North East London. We provide services in urban and rural settings, sometimes in our inpatient units, but mostly in the community close to where people live. Integrated care is key in making the best use of resources and providing effective care. Aiming High We were rated 'Outstanding' by the CQC in 2016, were proud to be rated 'Outstanding' again in 2018 and continue to be rated 'Outstanding' in 2021. We were named in the HSJ's Top 10 best places to work in healthcare and were voted Provider Trust of the Year in 2018. Staff and Service Users United We strive to ensure that staff feel valued by the Trust and as they are truly pivotal in delivering better outcomes for our patients and service users. Our aspiration is to help to make ELFT the best place to work. This Trust is clinician-led and provides the highest possible level of clinical expertise throughout its services. We pride ourselves on our service user involvement. A service user will be on your assessment centre and interview panel if you are invited to meet us. We especially welcome people with lived experience of health difficulties, with insight and understanding of different backgrounds, cultures and lifestyles in our population as we believe that this will equip staff to deliver a high standard of care to our service users and patients. Diversity ELFT Is committed to being a diverse organisation and our workforce is reflective of the population and communities we serve. We believe that having colleagues with a range of backgrounds and life experiences enriches and adds value to the outcomes we have set out to achieve. Having partnered and endorsed by organisations who are representative and experts in various areas of equality and diversity, we can ensure we are meeting the pre-set standards all the way from recruitment stage throughout the career journey of our employees by being accessible, having fair inclusive practices and a host of staff networks to support, nurture and celebrate our valued staff in the workplace. Other reasons to apply As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern. As part of the relocation scheme we presently have, the Trust could support you with offering up to £10,000 for removal and associated expenses. This is subject to change and terms and conditions apply. AI in applications If you use AI or other tools to assist in writing your job application, make sure you add your own personal touch especially in the supporting information section. AI can make writing easier, but it doesn't fully understand the position you're applying for and might generate false or misleading information. Applications written only by AI often sound generic and may not show your real skills, knowledge, or experience. It's important to write your supporting statement in your own words. East London NHS Foundation Trust does not recommend relying only on AI, as it could negatively impact on your chance of success in the application process. We carefully check applications to make sure no one has an unfair advantage, and we verify all references. At the interview, you'll be asked about your experience, so be honest and ensure everything in your application is accurate. Please remember that using AI during the interview is not allowed.

ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving 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., 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.