Office Administrator- Band 3

United Lincolnshire Teaching Hospitals NHS Trust; Lincoln; On-site; GBP 26,000 - 27,000; Full time

Job summary

United Lincolnshire Teaching Hospitals NHS Trust in Lincolnshire is advertising for an Office Administrator (Band 3). You will provide high‑level administrative support to executive teams, coordinate information flow, manage confidential documents, and represent the organisation professionally to internal and external stakeholders.

The role requires strong organisational skills, excellent written and verbal communication, and proficiency with MS Office; NHS experience is desirable.

Qualifications

• GCSE English and Mathematics at minimum level; relevant admin qualification preferred.
• Experience in a busy office environment and ability to handle confidential information.
• Proficiency with MS Office and standard NHS administrative processes.

Responsibilities

• Provide comprehensive administrative support to the CEO and CIO Offices.
• Coordinate communications and information flow between senior leaders and stakeholders.
• Support governance, meetings, minute-taking and documentation.

Skills

MS Office

Minute-taking

Customer service

Communication

Education

GCSE English & Maths

Vocational Level 3

ECDL / IT qualification

Tools

MS Word

MS Excel

MS Outlook

MS Teams

Job description

Employer United Lincolnshire Teaching Hospitals NHS Trust Employer type NHS Site Lincoln County Hospital Town Lincoln Salary £25,760 - £27,476 per annum Salary period Yearly Closing 27/08/2026 23:59

Office Administrator- Band 3

NHS AfC: Band 3

We recognise that outstanding care can only be delivered through our people. We want to attract people who can help us deliver our vision. We want in return to help people achieve what they wish in their careers in the NHS at ULTH.

We are always keen to welcome highly skilled, committed and compassionate individuals to our hospitals – people who put patients at the heart of everything they do and are ready to help us achieve our vision.

Our Group values guide everything we do. They are:

• Compassionate - We care about people - Compassionate is the act of showing empathy, kindness, and respect to others, recognising their individual needs and circumstances. It involves listening, understanding, and supporting others in a way that makes them feel valued, safe, and cared for.
• Collaborative - We work together as a team - Collaborative is working inclusively and respectfully with others to achieve shared goals. It involves open communication, valuing diverse perspectives, and building trust to create a supportive and effective team environment.
• Innovative - We strive to improve - Innovative is the process of exploring new ideas, approaches, and technologies to improve care, services, and working practices. It involves creativity, curiosity, and a willingness to take risks in a safe and supportive environment.

If you believe in them too, then you are ready to join the ULTH team.

We’ve taken great pride in building working environments where staff always feel valued, cared for and part of a team. Without doubt this is a challenging yet very rewarding job that is at the centre of health and care in Lincolnshire - making a positive difference to our patients.

Our Trust is situated in the beautiful county of Lincolnshire and is one of the biggest acute hospital trusts in England, serving a population of more than 700,000 people. We provide acute and specialist services to people in Lincolnshire and neighbouring counties. We have an annual income of £710 million (22/23) and we employ nearly 8,600 people.

Our Group Board have recently agreed a new vision statement – “Caring and building a healthier future for all” – stating their ambition for our Trust and the wider group to be among the best.

We also have a five year Integrated Improvement Plan setting out how we will achieve our strategic objectives, for patients, services, people and partners, the last recognising that our future success depends on our ability to ensure the Lincolnshire healthcare system is successful in achieving its ambition to help people live healthier lives and provide care closer to where people live.

Our latest CQC report increased our ratings for being effective and well-led from ‘Requires Improvement’ to ‘Good’. Our rating for caring remained as ‘Good’.

This is in recognition of the huge amount of work that our amazing staff have done to improve the quality of care for our patients in recent years.

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated.

So,what is in it for you?

• Flexible working: Depending on the needs of your role, we will consider requests for flexible and/or part-time working for whatever reason you should need it. We recognise flexible working will not look the same for everyone, because it depends on the nature of the role and the needs of the individual.

Types of flexibility could include:

• Part-time - less than 37.5 hours per week.
• Off-site/remote working - working from home or other sites for part or all the week.
• Compressed hours – usually full-time hours but over fewer days or shifts.
• Staggered hours – having different start and finish times.
• Set shift patterns – to allow for predictability
• NHS Pension:A generous and flexible pension scheme with contributions from us as your employer fully protected against inflation and guaranteed by the government
• Annual Leave: Starting at 27 days a year, rising to 33 days after 10 years plus eight bank holidays (for staff covered by Agenda for Change) For Medical Workforce positions (Consultant and Specialty Doctor), the full-time entitlement commences from 32 days per annum. For all other Medical Workforce positions, the full-time entitlement commences from 27 days per annum.
• Bank working:The chance to work extra hours at enhanced rates and we will pay you weekly too, ideal if your income needs a quick boost.

In addition, there ismore.

• Family & Childcare: Including on-site nurseries at Lincoln County Hospital and Pilgrim Hospital Boston, maternity, paternity, adoption & shared parental leave following a set period of employment.
• Health & Wellbeing: including counselling, mental health first aid, physiotherapy, eye tests.
• Learning & Development including Lincolnshire Talent Academy, leadership training, medical education, clinical education, Lincolnshire clinical research
• Financial support and benefits including Cycle2Work, car lease scheme, home electronics. Free on-site parking and free tea and coffee and the ability to save and borrow through your salary.
• Rewards & Recognition including staff awards, long service awards, retirement awards, examples of excellence and staff lottery.

Enjoy a better quality of life in one of the UK’s most welcoming counties. Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire welcomes everyone. Discover a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life.

Job overview

This is an exciting opportunity to join the CEO and Deputy CEO/Chief Integration Officer (CIO) Offices at a pivotal stage in the organisation's development. As a newly created role, it offers the successful candidate the unique opportunity to help shape and embed a high-quality administrative support function, working closely with the Executive Business Managers to establish effective ways of working and maximise the impact of both offices.

The post holder will provide comprehensive, proactive and efficient administrative support to the Chief Executive (CEO) and Chief Integration Officer (CIO) Executive Business Managers, contributing to the smooth and effective delivery of corporate, governance and operational activities across the Directorates. They will be instrumental in ensuring the CEO and CIO Offices operate efficiently and professional while maintaining high standards of service, communication and stakeholder engagement.

Acting as a key point of contact for internal and external stakeholders, the role will provide a professional, responsive and customer-focused administrative service, supporting effective communication, coordinating information flow and ensuring actions are progressed in a timely manner.

The role is ideally suited to an organised, adaptable and collaborative individual who thrives in a fast-paced environment and is committed to delivering high-quality support at executive level.

Main duties of the job

Act as the first point of contact for visitors, colleagues and external stakeholders contacting or visiting the CEO and CIO Offices, providing a professional, courteous and welcoming service.

· Support effective communication between the CEO and CIO Offices and a wide range of internal and external stakeholders, including senior leaders, partner organisations, Councillors and system partners, maintaining professional and productive working relationships.

· Proactively identify opportunities to improve administrative systems, office processes and ways of working, supporting continuous improvement across the Executive Offices.

Working for our organisation

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.

United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.

Pilgrim Hospital is situated in beautiful countryside and serves the communities in the South Lincolnshire area. It provides all major specialties and a 24-hour major accident and emergency service.

Grantham and District Hospital serves the communities of Grantham and the local area. It provides ambulatory paediatric and accident and emergency services.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

This will not constitute a formal merger of the two organisations, but will bring the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts will retain their separate statutory names and legal obligations.

The Group will be known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Detailed job description and main responsibilities

The postholder will provide a range of comprehensive, confidential, and efficient administrative support to the CEO & CIO Executive Business Managers, enabling the smooth delivery of corporate, and governance functions across the Directorates.

Person specification

Qualifications

• GCSE (or equivalent) English and Mathematics Grade A-C.
• Vocational Level 3 or equivalent experience in an administration field.
• ECDL or equivalent IT qualification.
• Training in minute-taking or customer service.
• Recent experience of working in a busy office environment
• Computer literacy with experience of MS Office, particularly Word, Excel, Outlook and Teams.
• Advanced keyboard skills with attention to detail
• High degree of accuracy
• Ability to handle confidential information appropriately.
• Strong written and verbal communication skills.
• Previous experience within the NHS

Knowledge

• Ability to manage and prioritise own workload and operate on own initiative whilst also working effectively as part of a team
• Knowledge of secretarial/administration procedures and systems.
• Ability to learn new software packages easily.
• High standard of written and verbal communication skills.

Experience

• Recent experience of working within a customer facing administrative environment.
• Ability to work to deadlines in a busy office environment.
• Ability to prioritise and work to tight deadlines to meet competing demands.

Specific Requirements

• Infrequent requirement to be flexible with working hours/location, e.g. assist with Groupwide events.
• Ability to travel to other Trust locations

Personal Qualities

• Ability to work in line with and role model Group values.
• Demonstrate effective team player behaviours.

ULTH recognises that everyone is different, and values the unique contribution that individual experiences, knowledge and skills make in delivering quality healthcare and becoming a model employer. We are committed to transforming our organisational culture by actively committing to implementing the Trust Single Equality Scheme, and other policies, such as the Dignity in Care policy and the Dignity at Work policy. We will continue to promote equality and challenge discrimination in all service provision, recognising and meeting the needs of the diverse communities we serve. We will strive to provide an environment in which people want to work and to be a model employer leading in good employment practice.

Due to the high volume of applications we receive, ULTH reserves the right to close this advert prior to the closing date.

All new employees will be subject to a charge for the DBS check that is required for the post. The Disclosure & Barring Service application form (formerly CRB) will be provided by ULTH and the fee will be deducted from your salary over a 3 month period.

Please note, for applicants with previous NHS service: If successful at interview, we will initiate an Inter Authority Transfer (IAT) via the Electronic Staff Record (ESR). This retrieves key data from your current or previous NHS employer to support onboarding, including competency status, Continuous Service Dates (CSD), and annual leave entitlement.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.