Patient Administrator

NHS Trust; Lincoln; On-site; GBP 23,000 - 28,000; Full time

Job summary

Lincolnshire Community Health Services NHS Trust is seeking an experienced Patient Admin role in Lincolnshire. The post supports clinical teams with essential administrative tasks, reception duties and patient communications.

The role requires strong MS Office skills, accuracy and the ability to work in a busy NHS environment with a flexible rota between 08:00 and 17:00, Monday to Friday.

Qualifications

• Level 2 vocational qualification in Business Administration or equivalent.
• Experience in administrative or office environment.
• Experience dealing with the public face to face and by telephone.
• Knowledge of confidentiality and data protection.
• Ability to use Microsoft Word, Excel and Outlook.

Responsibilities

• Provide a range of administrative functions, including letters, referrals, scanning, minutes, booking rooms and sorting post.
• Welcome patients at reception and log arrival on the patient information system.
• Monitor voicemails and respond to enquiries from patients and clients professionally.
• Book, amend or cancel patient appointments and inform patients of access to services.
• Maintain accurate patient records and ensure data protection compliance.
• Open and close the clinic and assist with stock and supplies.

Skills

Microsoft Word

Excel

Outlook

Education

Level 2 vocational qualification in Business Administration

Tools

Office software

Job description

Main area Operational Business Services Grade Band 2 Contract Permanent Hours

• Full time
• Part time
• Flexible working

37.5 hours per week (Monday to Friday between the hours of 8am-5pm) Job ref 818-OBS110

Site Lincolnshire Town Lincolnshire Salary £25,272 per annum Salary period Yearly Closing 05/11/2026 23:59

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 LCHS.

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

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).

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

Job overview

Do you have excellent communication and administration skills with recent experience of working in a busy office environment where no two days are the same? Are you a proficient Microsoft Office and IT user?

If you're looking for a rewarding administrative role where you can make a positive difference to people's experience of the NHS, then joining our patient admin services team and working alongside our community nursing and specialist services colleagues could be right for you.

We're looking for experienced administrators who can transfer their skills to the NHS, ensuring that our community clinicians and patients are always supported with expert admin help.

You should be willing and available to work on a rota basis usually between 0800-17:00hrs Monday to Friday.

Roles in Lincoln/Skegness & Mablethorpe - other bases to be confirmed but can potentially work from any of our offices countywide

Main duties of the job

Following policies, procedures and quality standards, to provide a professional and efficient administrative service which enables our clinical teams to focus on delivering patient care.

To be the first person our patients see when they arrive at the health clinic and ensure a welcoming environment.

To communicate in a timely, sensitive and empathetic manner with patients and clients either verbally or non-verbally, ensuring accurate details are recorded and either actioned or passed in a timely manner to the responsible person/team.

To support our clinical teams to ensure they have enough stock, paperwork and equipment to complete their day to day tasks.

Working for our organisation

Lincolnshire Community Health Services NHS Trust is in the top 25 per cent of all community trusts for overall staff engagement in the 2021 NHS National Staff Survey.

At LCHS, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in LCHS’ workforce.

LCHS recognises the increasing demand for more flexibility in working practices in order to accommodate the personal goals and commitments that employees experience at different stages during their working lives. Flexible working opportunities such as part-time working, compressed hours, job shares, and hybrid working models can help staff to balance their personal and work commitments. Arrangements can be put in place if it can be shown that the needs of the individual can be balanced with those of the service and the impact on other team members, enabling the Trust to recruit and retain skilled staff, raise staff morale, reduce absenteeism and respond to changing service needs more effectively.

Detailed job description and main responsibilities

• Provide a range of administrative functions, which may include producing letters, processing patient referrals, scanning, photocopying, taking minutes, booking rooms, sorting post and other office/administration duties.
• Welcome our patient as they arrive at the reception desks of the health clinic and ensure their arrival is logged on our patient information system
• Monitor voicemails and respond to enquiries from patients and clients, including handling potentially difficult calls, in a professional manner, assessing the urgency, taking messages and passing to the relevant person where necessary.
• Book, amend or cancel patient appointments, by telephone or face to face, ensuring all records are updated and patients and clients are informed. Advise patients on access to and use of services.
• Maintain accurate patient records using both computer and paper. Receive, record, transmit, store and retrieve information from paper or electronic records and databases.
• Open and close the clinic
• Provide a range of administrative functions, which may include producing letters, processing patient referrals, scanning, photocopying, taking minutes, booking rooms, sorting post and other office/administration duties.
• Assist in the monitoring, control and ordering of stock and supplies in accordance with LCHS procedures.
• Unlock premises/ensure premises are securely locked and alarms are set prior to leaving the premises, if required.
• Adhere to LCHS's information governance requirements, treat all information as confidential and abide by the Data Protection Act.

Qualifications

• Level 2 vocational qualification in Business Administration or equivalent experience

Experience

• experience of working in an administrative or office environment, delivering a range of administrative functions
• Experience of dealing with members of the public, both face to face and by telephone
• Experience of working in a fast-paces, ever changing environment and meeting deadlines or targets
• Experience of working collaboratively in a team
• Experience of working in a healthcare service/setting

Knowledge

• Knowledge of confidentiality and data protection

Guidance

• Ability to work with accuracy and attention to details
• High level of competence in Microsoft word, excel and outlook
• Ability to liaise with staff at all levels
• Experience of using different systems
• Experience of using SystemOne

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.

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

Any existing employees that require a DBS check as part of the application process will be subject to a charge for that DBS check.

We are a Disability Confident employer ensuring that disabled people have the opportunities to fulfil their potential and realise their aspirations.

Support and/or assistance with completing an application form is available from the Human Resources Team by calling 01522 572889.

We encourage and support vaccination update as this remains the best line of defence against COVID19.

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete.

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

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

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Kelly Revill Job title Patient Admin Service Team Manager Email address [e-mail] Telephone number 07523 689859 Additional information

Please contact Kelly Revill 07523 689859 or Caroline Martin 07817 882891 if you have any questions about this role.