Service Support Administrator - Band 3

United Lincolnshire Hospitals NHS Trust; Lincoln; On-site; GBP 21,000 - 25,000; Full time

Job summary

United Lincolnshire Hospitals NHS Trust is seeking an experienced administrator for the Children and Young People’s administration team in Lincolnshire. You will support clinicians by scheduling and managing patient appointments, monitoring pathways, and handling enquiries to ensure timely information flows.

You will work with a team to maintain high standards of service, handling audio typing, records, and reporting while adhering to NHS policies and procedures.

Qualifications

• Level 3 vocational qualification in a relevant subject or equivalent.
• Level 3 Word processing or typing qualification or equivalent.
• Excellent written and verbal communication skills.
• Able to prioritise workload and deliver against agreed KPIs.
• Excellent organisational skills and attention to detail.
• Problem solving and ability to respond with solutions.
• Ability to establish and maintain working relationships at all levels.

Responsibilities

• 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 enquiries and assist with rescheduling or cancellations.
• Record, update, and report patient and performance data using Trust information systems.
• Proficient in audio typing and transcribing reports and meeting minutes.
• Identify and escalate operational issues to line management.
• Support service performance by meeting reporting deadlines and highlighting potential breaches or concerns.
• Ensure compliance with Trust policies and SOPs.

Skills

Communication skills

Prioritisation

Organisational skills

Problem solving

Relationship building

Adaptable

Education

Level 3 vocational qualification

Word processing/typing qualification

Tools

Excel

Word

Outlook

SysmOne

Job description

Are you an experienced administrator who wants a new challenge? Come and work in our Children and Young Peoples administration team providing quality administrative services to clinicians across multiple services.

Our expanding children's services portfolio, offers support to families referred to Child Therapy services, Community Paediatrics and Children In Care along with other community based children's services across the whole of Linconshire

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 offers the opportunity to learn and enhance your skill set due to the diversity of the services you will be working with.

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.

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 escalate 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

About us

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).

Job 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

Specific 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

United Lincolnshire Hospitals NHS Trust

Address

Countywide posts. Base to be confirmed at interview

Countywide posts. Base to be confirmed at interview