Team Administrator

Lincolnshire Partnership NHS Foundation Trust; Lincoln; On-site; GBP 23,000 - 29,000; Full time

Job summary

A leading healthcare provider in Lincoln is seeking a dynamic and passionate Team Administrator to join their Locality Mental Health Team. This role involves managing referrals, data input, and providing high-quality support to clinicians and service users. Applicants should have relevant administrative experience and possess excellent communication skills. This position offers a supportive environment with opportunities for flexible working, and collaboration within a dedicated team committed to quality care.

Benefits

Flexible working options

Training and promotion opportunities

Supportive work environment

Qualifications

• Experience in a general administrative background.
• Ability to manage own workload effectively.
• Understanding of data protection and confidentiality.

Responsibilities

• Manage referrals, data input, and correspondence for the mental health team.
• Communicate sensitively while maintaining confidentiality.
• Assist in scheduling appointments and managing diaries.

Skills

Organisational skills

Excellent communication

Data protection knowledge

Flexibility

Education

NVQ level 2 Business and Administration

GCSE in English, grades A-C or equivalent

ECDL or equivalent

Tools

Microsoft Office

Electronic filing systems

Job description

Team Administrator

The closing date is 05 January 2026

We have a very exciting opportunity for a full time administrator to work 37.5 hours within Lincoln South Locality Mental Health Team.

The post holder will ideally have a background in working in mental health services and a keen interest in delivering a sensitive response to service users and their families.

We aim to secure an individual with exceptional administrative skills and personal qualities to assist in supporting our Locality Mental Health Team, including patients staff and colleagues with high quality communication.

We are looking for an individual who is dynamic, passionate, and committed to achieving quality outcomes that will ensure above all else the needs of every service user are paramount in all we do.

We will expect the post holder to be proficient at organising appointments for clinicians within the team, prioritising their own work, as well as using clinical systems to accurately track the progress of the service user through the service, although training will be given.

We are looking for someone who embodies LPFT values and is able to work flexibly, under their own initiative and as part of a wider MDT.

Collaborative working is essential to this role as are excellent communication skills.

Main duties of the job

The postholder is responsible for the smooth and efficient running and management of processing referrals, data inputting, letters including typing reports, and minute taking, and dealing with the needs of patients, in addition to providing administrative duties to all members of the Locality Mental Health Team namely telephone, channelling incoming calls, word processing, registering referrals, petty cash management and ordering stationery.

To provide a comprehensive, efficient and effective administrative and secretarial support to the team.

To provide a high quality and responsive liaison service to managers, agencies and professionals within or associated.

Ensuring excellent IT skills and working knowledge of electronic systems and good telephone manner and respond to queries and incoming calls on a daily basis.

To provide a high standard of service to all colleagues resulting in safe and effective treatments for service users and their families/ carers.

To maintain healthcare records within the area of responsibility including accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Management Policy.

To ensure patient and staff confidentiality is maintained at all times and adhering to the trust's and national policy.

Feedback from colleagues and other stakeholders.

Compliance with CQC standards.

Accurate and appropriate information is recorded using the trust's information systems.

Productivity targets are met.

About us

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

Job responsibilities

Gathering appropriate information from a variety of sources to input accurately onto a database.

Production of basic reports including graphs and tables as directed.

Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.

General administration duties including: answering telephone, taking messages, dealing with enquiries, dealing with mail, photocopying, and assisting with the effective dissemination of information as appropriate.

Typing and producing letters, reports, faxes and e-mails to an accepted standard of quality and accuracy as required.

Responsible for making room bookings and maintaining room booking diary.

Assist in scheduling of appointments and diary management as appropriate using Microsoft calendar.

Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.

Assist in the proper functioning, maintenance and fault reporting of central equipment used by the Team, e.g. photocopiers, fax machines, printers, computers etc.

Record all data using the appropriate information system or manually where this is required including data entry, word processing, scanning of documents for e-noting and storage.

Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.

Filing, including use of Share Point system for storing, retrieving and filing information.

Assisting colleagues in the setting up of LIVE meeting to conduct remote meetings throughout the Organisation (where appropriate).

Supporting the Trusts vision to become paperless and encourage Manager to do the same.

To take key responsibility for the smooth running, co-ordination and management of Outpatients Clinics.

To ensure that service users and visitors to the Community Mental Health Team are dealt with in an efficient and friendly manner.

Due to the UKVI immigration changes we are no longer able to offer sponsorship for this role. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected.

Person Specification

Qualifications

• NVQ level 2 Business and Administration or equivalent
• GCSE in English, grades A-C or grade 9-4 or level 2 Literacy or equivalent
• ECDL or equivalent including basic knowledge of all MS Office packages – including Microsoft Office calendar for diary management

Experience

• Relevant experience of working in a general administrative background

Skills

• Understands Code of Conduct in relation to Data Protection and Information Governance
• Organise and plan straightforward activities relating to own workload on a day to day basis, some on going, adjusting own workload in response to prevailing circumstances.
• Managing own activity within sphere of responsibility. Ability to accurately input confidential data onto a database

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

Lincolnshire Partnership NHS Foundation Trust