Service Support Administrator - Band 3

Lincolnshire Community Health Services NHS Trust; Swineshead; On-site; GBP 21,000 - 25,000; Full time

Job summary

Lincolnshire Community Health Services NHS Trust is seeking an experienced administrative assistant to manage waiting lists, schedule appointments, and provide patient information. You will liaise with clinical teams, maintain data accuracy, and perform audio typing and minute transcription to support service delivery.

Ideal candidates will have Level 3 qualifications, strong communication and organisational skills, and the ability to work to targets in a busy NHS environment.

Qualifications

• Experience in a busy administrative environment or equivalent.
• Experience managing records and information in an office setting.
• Customer-focused experience and strong communication skills.
• Experience working to targets and deadlines.
• Experience validating data against reports.
• Experience in audio typing and transcribing meeting minutes.

Responsibilities

• Manage waiting lists to ensure timely access to appointments.
• Schedule, monitor, and manage appointments.
• Provide patients with information and respond to enquiries; assist with rescheduling or cancellations.
• 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 upscale 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 Operating Procedures as per attached job description.

Skills

Communication skills

Prioritisation

Organisation skills

Problem solving

Relationship building

Public liaison

Adaptable

Education

Level 3 vocational qualification or equivalent

Level 3 Word processing/typing qualification or equivalent

Tools

Excel

Word

Outlook

Job description

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

Essential

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

Skills Essential

• 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 Essential

• 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

Desirable

• Knowledge of medical terminology

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).

Experience Essential

• 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

Experience Desirable

• Previous experience in using SysmOne
• Previous NHS experience

Specifif Requirements Essential

• Evidence of working in an office environment where frequent interruptions may cause distraction
• Ability to travel countywide as required

Specifif Requirements Desirable

• Enjoys working in a multi-disciplinary team, Ability to work in line with and role model Group values

Personal Qualities Essential

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