Secretary - Band 3

Lincolnshire Community Health Services; Lincoln; Hybrid; GBP 21,000 - 30,000; Full time

Job summary

Lincolnshire Community Health Services NHS Trust seeks a capable secretarial/administrative professional to support its Division with a primarily remote work setup. The role requires excellent communication, organisation and Microsoft Office skills, and the ability to problem-solve and take initiative.

You will liaise with staff across the Trust and external organisations to deliver an efficient office service, while managing workloads and maintaining confidentiality.

Qualifications

• A Level /NVQ Level 3 in Business Administration or equivalent.
• European Computer Driving Licence or equivalent experience.
• Evidence of relevant and continuing professional development (CPD).
• Experience in managing records and information in an office environment or similar setting.
• Experience in the NHS or other healthcare organisation is preferred.
• Proficiency with Microsoft Office suite including SharePoint, Outlook, Teams, Excel, Word and PowerPoint.
• Excellent communication and English language skills; able to liaise with staff and the public at all levels.
• Ability to work as part of a team, on own initiative and under pressure.
• Able to manage own workload with high attention to detail and accuracy.
• Knowledge of confidentiality and data protection legislation.

Responsibilities

• Prioritising and meeting the demands of a team of leaders within the Division.
• Providing cover and supporting colleagues during high workloads.
• Carrying out administrative tasks to deliver positive outcomes.
• Liaising with staff across the Trust and external organisations to ensure efficient office provision.

Skills

Communication skills

English proficiency

Teamwork

Problem solving

Education

A Level /NVQ Level 3 in Business Administration

Europen Computer Driving Licence (ECDL)

Tools

SharePoint

Outlook

Teams

Excel

Word

PowerPoint

Job description

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

To provide an efficient and effective secretarial and administrative service to support the Division. The job involves mostly remote working and requires excellent communication, organisation and Microsoft Office skills, and adaptability, keenness to problem-solve and use initiative, and learn new skills.

Main duties of the job

• Prioritising and meeting the demands and needs of a team of leaders within the Division
• Supporting colleagues in times of excessive workloads and providing cover where applicable
• Deal with administrative tasks to deliver a positive outcome
• To liaise with staff of all disciplines both within the Trust and outside organisations on any matters relating to the provision of an efficient office.

Working for our organisation

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

Please see attached Job Description and Person Specification.

Prioritising and meeting the demands and needs of a team of leaders within the Division

• Supporting colleagues in times of excessive workloads and providing cover where applicable
• Deal with administrative tasks to deliver a positive outcome
• To liaise with staff of all disciplines both within the Trust and outside organisations on any matters relating to the provision of an efficient office.

Person specification

Qualifications (academic professional and vocational)

• ‘A’ Level /NVQ Level 3 in Business Administration or equivalent
• European Computer Driving Licence or equivalent experience

Qualifications (academic, professional, and vocational)

• Evidence of relevant and continuing professional development (CPD)

Previous experience (nature and level)

• Management of records, and information in an office environment

Previous experience (nature and level)

• Experience of working in a busy administrative environment delivering a full range of secretarial and administrative procedures, including minute taking.
• Previous experience of working in the NHS or other healthcare organisation

Evidence of particular knowledge skills and aptitudes

• Knowledge and proficiency in use of relevant software packages including SharePoint, Outlook, Teams, Excel, Word, and PowerPoint

Evidence of particular knowledge skills and aptitudes

• Ability to work as a team, on own initiative and under pressure

Evidence of particular knowledge skills and aptitudes

• Good organisational skills. Able to manage busy workload, prioritise work and have a good attention to detail

Evidence of particular knowledge skills and aptitudes

• Able to manage own workload and work autonomously

Previous experience (nature and level)

• Previous experience of working towards targets / deadlines

Evidence of particular knowledge skills and aptitudes

• Knowledge of confidentiality and data protection legislation and able to use discretion where necessary

Evidence of particular knowledge skills and aptitudes

• Excellent communication and English language skills. Ability to liaise with staff and members of the public at all levels

Evidence of particular knowledge skills and aptitudes

• Ability to establish and maintain working relationships at all levels, internally and externally.

Evidence of particular knowledge skills and aptitudes

• Problem solving. Ability to respond to problems and identify solutions

Evidence of particular knowledge skills and aptitudes

• Ability to make sound judgments when prioritising tasks, and knowing when to refer

Evidence of particular knowledge skills and aptitudes

• Ability to produce work of a high standard with a high degree of accuracy

Specific requirements

• Ability to work with a high level of accuracy and attention to detail with constant interruptions

Specific requirements

• Flexible and adaptable approach to hours and duties

Specific requirements

• Ability to travel within the boundaries of the Trust

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 who 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.