About this role
Job summary
To provide comprehensive secretarial and administrative support to the Group COO Directorate to enable the team to deliver against key aims and objectives and to provide first-line and first-rate administrative support ensuring initial operational queries are handled effectively and efficiently.
Main duties of the job
To provide comprehensive secretarial and admin support to the Group COO Directorate, including production of correspondence, reports and records of meetings - for full details of the main duties please see the JD.
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
To provide comprehensive secretarial and administrative support to the Group COO Directorate, including production of correspondence, reports and records of meetings. Act as first point of contact for Group COO Directorate, and in particular the team inboxes, answering email and telephone queries and providing a consistent, accurate and timely response to all requests. Undertake general office duties, for example answering the telephone, taking messages, photocopying and general maintenance of manual and electronic filing systems. To arrange meetings and associated booking of rooms. Manage diaries and resolve conflicting appointments as required by the Group COO Directorate. To prepare agendas and documentation for meetings, including collation and distribution of reports and formal minutes and ensuring that all required documentation is available in accordance with timescales. Support the Group COO Directorate with the maintenance of ESR training and other records as required. To provide administrative project support to the Executive Business Manager and members of the wider team as and when required. Assisting with recruitment processes and supporting the organisation of stakeholder and interview panels, contact with candidates and ensuring that all necessary paperwork is photocopied and available. Printing and collating key materials for meetings and training sessions. Assistance with the timely completion and submission of payroll related forms. Completing requisitions for goods / services that are required by the Directorate. Responsible for ordering and maintaining stationary for the officeRegularly responsible for the collation and inputting of data
Person Specification
Qualifications Essential
GCSE (or equivalent) English and Maths Grade A-C Vocational Level 3 or equivalent experience in an administration field
Desirable
ECDL or equivalent
Skills/Competencies Essential
Computer literacy with experience of MS Office, particularly Word, Excel, Outlook and Teams Advanced keyboard skills for formal minute taking High degree of accuracy
Desirable
Previous experience within the NHS
Knowledge Essential
Knowledge of secretarial/administration procedures and systems High standard of written and verbal communication skills Ability to manage and prioritise own workload and operate on own initiative whilst also working effectively as part of a team
Experience Essential
Ability to work to deadlines in a busy office environment Recent experience of working within a customer facing administrative environment Ability to prioritise and work to tight deadlines to meet competing demands
Desirable
Previous experience in an operational role
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 evidence/demonstrate key values and behaviours in line with the Group framework. 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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name United Lincolnshire Hospitals NHS Trust
Address Lincoln County Hospital
Greetwell Road
Lincoln
LN2 5QY
United Kingdom
Employer's website https://www.ulh.nhs.uk/ (Opens in a new tab)