Team Secretary/Administrator

Lincolnshire Partnership NHS Foundation Trust; Boston; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Flexible working

Mileage paid

Training and development opportunities

Office-based with occasional evenings

Job summary

Lincolnshire Partnership NHS Foundation Trust in Boston is seeking a reliable, organised Team Secretary/Administrator (NHS AfC: Band 3) to join Child & Young People (CYP) Services Urgent Care for 37.5 hours per week.

This is an office-based role with some home working; you will handle referrals, data entry in clinical systems, note-taking, diary management, and coordinating meetings, with occasional evening clinics and travel to another base if required.

Qualifications

• NVQ 3 in Business Administration or equivalent qualification or relevant experience.
• Proficient in Microsoft Office packages including Word, Excel and Outlook.
• Experience in NHS/medical setting preferred.

Responsibilities

• Inputting referrals and data onto the clinical system.
• Navigating and updating clinical systems and electronic databases.
• Gathering information and contacting families by telephone or letter to offer appointments.
• Typing letters and correspondence using audio/copy typing and Word processing.
• Diary management and note taking for meetings.
• Provide reception support and handle enquiries with confidentiality.

Skills

Communication skills

Organisational skills

Office administration

Typing

Telephone manner

Confidentiality

Education

NVQ 3 in Business Administration

General education incl. English

Tools

Microsoft Word

Microsoft Excel

Microsoft Publisher

Outlook

Job description

Main area CCETT Team Grade NHS AfC: Band 3 Contract Permanent Hours

• Full time
• Flexible working

37.5 hours per week (Flexible working options available) Job ref 274-12135-SP-B

Employer Lincolnshire Partnership NHS Foundation Trust Employer type NHS Site The Galaxy Suite, The Archway Centre Town Boston Salary £25,760 - £27,476 per annum Salary period Yearly Closing 21/10/2026 23:59

Team Secretary/Administrator

NHS AfC: Band 3

Job overview

An exciting opportunity has arisen for a reliable, organised and enthusiastic person with a strong work ethic to join our committed administration workforce in Child & Young People (CYP) Services Urgent Care for 37.5 hours per week.

This is an office-based position with some flexibility for home working. There may be an expectation to be part of covering an occasional evening clinic up until 8 pm on a rota basis or to travel to a different base if required to support the needs of the service, or to attend training. Mileage is paid at a standard rate.

You will have a strong work ethic and be a key member of a friendly administration team providing a high standard of administration support. You will also be responsible for contributing to the smooth and efficient running of the office, to include referral processing, typing and formatting of correspondence, and other data requirements using Word, Excel, clinical systems and Microsoft Teams. There will also be a requirement for note-taking and other requirements of supporting a meeting.

It is a busy role and there will be a need to join a rota to ensure reception is covered. You will be dealing with a wide range of enquiries in a welcoming yet

professional and sensitive manner, ensuring confidentiality at all times.

We will offer training and development opportunities for the successful applicant.

Please contact Teresa Shane, Urgent Care Admin Lead on [e-mail]

Main duties of the job

This will include, but is not limited to:

Inputting referrals and data onto the clinical system.

Navigating and updating clinical systems and electronic databases.

Gathering information.

Organising and contacting young people and families by telephone or letter to offer an appointment.

Typing letters and correspondence using audio/copy typing and word processing systems.

Diary management.

Help to assist with data monitoring using excel and Power BI housekeeping reports.

To provide individual administration support as required.

To assist with coordinating meetings including the provision of note taking, preparation and circulating supporting documentation.

To provide reception support as required, including answering phones and greeting visitors.

Liaising with internal and external providers.

Maintaining the services' shared online workspace/website if required.

Monitoring email inboxes and dealing with requests promptly.

Ordering and managing invoices through the procurement system.

Working for our organisation

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.

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 has arange 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. Visit beinlincolnshire.com to find out more.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for complete details regarding this post.

We can also offer you many staff benefits to help support you which include:

• Early access to Psychological Therapies and Physiotherapy
• Competitive annual leave allowance
• Car leasing scheme
• Free eye tests
• Money saving options through our salary sacrifice scheme
• Discounts on major high street retailers and restaurants

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 3 in Business Administration or equivalent qualification or relevant experience
• Good standard of general education including English

Experience

• Considerable experience in an office administration role
• Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher
• Typing and formatting letters
• Data inputting and monitoring
• Outlook and diary management
• Extensive customer service experience
• Planning and scheduling events, meetings, diary appointments
• Petty Cash and Office finance
• Understand data reports
• Use of Clinical systems
• Minute Taking
• Experience of working in a medical or NHS setting
• Experience of working in a mental health environment
• Familiar with Trust database systems preferably RIO
• Finance/Procurement systemsData cleansing

Skills

• Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
• Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload
• Good office skills being able to work under pressure and deadlines
• Microsoft Office packages including Word, Excel, Outlook and Publisher
• Typing to a high standard, including letter writing and formatting
• Good understanding of information governance and patient confidentiality
• Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately.

As an ethical recruiter we will not pursue applications from red list countries as defined by the World Health Organisation. In order to pursue and apply for this role you must have UK NHS experience.

We reserve the right to withdraw or close a vacancy at any time. We will give priority to employees who are at risk.

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.