Service Support Administrator - Band 3

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

Benefits offered by this job

Flexible working

NHS Pension

Free on-site parking

Job summary

United Lincolnshire Teaching Hospitals NHS Trust is seeking a Service Support Administrator (Band 3) to join our Children and Young People Services administration team in Lincoln. The role supports clerical and administrative tasks across pathways, managing appointments and patient communications.

You will work full time, 37.5 hours per week, performing a variety of secretarial duties, aiming to maintain high standards of patient experience and timely information flow within the Trust.

Qualifications

• Level 3 vocational qualification in a relevant subject or equivalent.
• Level 3 Word processing or typing qualification or equivalent.
• Proficient with MS Office (Word/Excel/Outlook) and patient data handling.

Responsibilities

• Manage waiting lists to ensure timely access to appointments.
• Schedule, monitor, and manage appointments for patients.
• Provide patients with accurate information regarding appointments and respond to enquiries.
• Maintain effective communication between patients and clinical teams.
• Record, update, and report patient data using Trust systems.
• Audio typing and transcribing reports and minutes.
• Identify and escalate operational issues to line management.
• Support service performance by meeting reporting deadlines.

Skills

Communication skills

Organisational skills

Administrative experience

Education

Level 3 vocational qualification

Level 3 Word processing/typing qualification

Tools

Excel

Word

Outlook

Job description

Main area Children and Young People Services Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (7.5 hours per day. Monday to Friday) Job ref 357-LN-542-26-A

Employer United Lincolnshire Teaching Hospitals NHS Trust Employer type NHS Site Countywide posts. Base to be confirmed at interview Town Countywide Lincolnshire Salary £25,760 - £27,476 Per Annum Salary period Yearly Closing 16/09/2026 23:59

Service Support 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

Come and work in our Children and Young Peoples administration team providing quality administrative services to clinician across multiple services. You will be delivering a diverse range of secretarial and administrative tasks, working alongside a team of experienced and knowledgeable staff to ensure a high standard of service is delivered for patients, parents and clinicians. This post covers our services across the county and offers the opportunity to learn and enhance your skill set due to the diversity of the role.
You will be responsible for supporting patients from referral through to treatment by scheduling and managing appointments, monitoring patient pathways, responding to enquiries, and ensuring all information is communicated accurately and promptly. You will help maintain high standards of patient experience while supporting performance targets such as Referral to Treatment (RTT), 18 week waits.

Main duties of the job

• Manage waiting lists to ensure timely access to appointments
• Schedule, monitor, and manage appointments
• Provide patients with accurate and timely information regarding appointments. Respond to patient enquiries and assist with appointment rescheduling or cancellations when required.
• Maintain effective communication between patients, and clinical teams.
• Record, update, and report patient and performance data using Trust information systems.
• Proficient in audio typing and transcribing reports and meeting minutes
• Identify and elevate operational issues to line management.
• Support service performance by meeting reporting deadlines and highlighting potential breaches or concerns.
• Ensure compliance with Trust policies, and Service Standard Operation Procedures

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

See the job description that has been attached to this advert which includes the person specification

Person specification

Qualifications

• Level 3 vocational qualification in relevant subject or equivalent
• Level 3 Word processing or typing qualification or equivalent

Skills

• Excellent written and verbal communication skills
• Able to prioritise workload and deliver against agreed national and local KPIs
• Excellent organisational skills – able to manage busy workload, prioritise work and have a good attention to detail
• Problem solving – ability to respond to problems and identify solutions
• Ability to establish and maintain working relationships at all levels internally and externally
• Excellent written and verbal communication skills – ability to liaise with staff and members of the public at all levels
• Adaptable and flexible approach to work

Knowledge

• Knowledge of confidentiality and data protection legislation and is able to use discretion where necessary
• Knowledge and proficiency in use of relevant software packages including Excel, Word, Outlook
• Knowledge of medical terminology

Experience

• Experience of working in a busy administrative environment, delivery a full range of secretarial and administrative procedures
• Management of records and information in an office environment.
• Previous experience of working in a customer focused environment
• Previous experience of working towards targets/deadlines
• Previous experience of validating data against reports.
• Previous experience of audio typing and transcribing of meeting minutes
• Previous experience in using SysmOne
• Previous NHS experience

Specifif Requirements

• Evidence of working in an office environment where frequent interruptions may cause distraction
• Ability to travel countywide as required
• Enjoys working in a multi-disciplinary team

Personal Qualities

• Ability to work in line with and role model Group values

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.

We welcome applications from the UK Armed Forces Community. On the application form please tick “Member of the Armed Forces Community” if the below applies to you.

You are:

• A Veteran
• A Military Reserve
• Partner/Spouse of those Serving NB: partners/spouses are only eligible whilst their partner is serving in the Armed Forces

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.

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.

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.