About this role
Job summary
To provide comprehensive and effective administrative support to the CEO and CIO Executive Business Managers, enabling the smooth operation of corporate, governance and operational activities across the Directorates.The postholder will act as a key point of contact for internal and external stakeholders, ensuring high-quality communication, timely information flow and a professional service on behalf of both offices.
Main duties of the job
Act as the first point of contact for visitors to the CEO and CIO Offices, ensuring a professional and welcoming experience.
They will act as a key point of contact for internal and external stakeholders, ensuring high-quality communication, timely information flow and consistent professional service on behalf of both offices, both in person and on the phone.
Handle incoming correspondence, draft routine responses and support the preparation, formatting and distribution of documentation as required.
Support meetings by preparing papers, taking accurate minutes when required and maintaining up-to-date electronic and paper records.The postholder will undertake general office duties, including but not limited to answering the telephone, taking messages and photocopying.
Responsibility for the sorting and distribution of incoming mail and ensure the timely dispatch of outgoing mail for the department.Arrange venues, book meeting rooms, coordinate travel requirements and escalate conflicts or issues to the Executive Business Managers when necessary.
Accurately input staff information into ESR, including appraisal dates and training compliance, helping ensure personnel records are maintained and up to date.
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 description Job responsibilities
The postholder will provide a range of comprehensive, confidential, and efficient administrative support to the CEO & CIO Executive Business Managers, enabling the smooth delivery of corporate, and governance functions across the Directorates.
Person Specification
Qualifications Essential
GCSE (or equivalent) English and Mathematics Grade A-C. Vocational Level 3 or equivalent experience in an administration field.
Desirable
ECDL or equivalent IT qualification. Training in minute-taking or customer service.
Skills/Competencies Essential
Recent experience of working in a busy office environment Computer literacy with experience of MS Office, particularly Word, Excel, Outlook and Teams. Advanced keyboard skills with attention to detail High degree of accuracy Ability to handle confidential information appropriately. Strong written and verbal communication skills.
Desirable
Previous experience within the NHS
Knowledge Essential
Ability to manage and prioritise own workload and operate on own initiative whilst also working effectively as part of a team Knowledge of secretarial/administration procedures and systems. Ability to learn new software packages easily. High standard of written and verbal communication skills.
Experience Essential
Recent experience of working within a customer facing administrative environment. Ability to work to deadlines in a busy office environment. Ability to prioritise and work to tight deadlines to meet competing demands.
Specific Requirements Essential
Infrequent requirement to be flexible with working hours/location, e.g. assist with Groupwide events. Ability to travel to other Trust locations
Personal Qualities Essential
Ability to work in line with and role model Group values. Demonstrate effective team player behaviours.
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 details Employer name United Lincolnshire Hospitals NHS Trust
Address Lincoln County Hospital
Lincoln
LN2 5QY
United Kingdom
Employer's website https://www.ulh.nhs.uk/ (Opens in a new tab)