Job summary Lincolnshire Integrated Sexual Health (LiSH) Services have an exciting opportunity to join their countywide team as an Administration Team Supervisor. The successful candidate will provide strong leadership of administrative staff. This will involve recruitment, induction, training packages, appraisals and performance management. The post is based in Lincoln, however the post-holder will be required to travel to our other two main sites (Grantham and Boston) to support team members based there. There will also be occasional travel to work with the wider team at our satellite clinics (Louth, Skegness, Gainsborough). Access to own vehicle or reliable countywide public transport is essential for this role. Please note this position will not commence before May 2025 Main duties of the job Authorising of annual leave and sickness reporting, ensuring at all times there are adequate staffing levels. Supporting senior clinical team with data input and admin tasks associated with health practitioners and support staff electronic rota system to ensure adequate and appropriate skill mix in clinics clinics. The post holder will provide daily supervision of the administration team including training and monitoring effective communication by telephone, face to face and digital, ensuring a courteous and confidential service is maintained. Deal with any conflict and solve problems relating to the administration department in a timely manner, employing a lesson learnt approach. Maintain personal development and take active part in learning opportunities. Clinical supervision with a senior team member to be completed regularly. When required attend management meetings with relevant information to support the decision making processes. This may require preparing data and/or collecting information in advance of meetings in various formats. Ensure process and procedures for the department are relevant and up to date, amending as required. Including the transition of new ways of working. Responsible for monitoring G LiSH Business Continuity Plans and Standard Operating Practices (SOPs) are up to date with support of senior clinical team. About us Lincolnshire Community Health Services NHS Trust is in the top 25 per cent of all community trusts for overall staff engagement in the 2021 NHS National Staff Survey. At LCHS, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in LCHS' workforce. LCHS recognises the increasing demand for more flexibility in working practices in order to accommodate the personal goals and commitments that employees experience at different stages during their working lives. Flexible working opportunities such as part-time working, compressed hours, job shares, and hybrid working models can help staff to balance their personal and work commitments. Arrangements can be put in place if it can be shown that the needs of the individual can be balanced with those of the service and the impact on other team members, enabling the Trust to recruit and retain skilled staff, raise staff morale, reduce absenteeism and respond to changing service needs more effectively. We are an ambassador of a learning culture that will support the right individual to progress in their chosen career through an 'earn while you learn' apprenticeship programme. Visit our Learning and Development page to find out more https://www.lincolnshirecommunityhealthservices.nhs.uk/join-us/learning-and-dev Date posted 30 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per annum Contract Permanent Working pattern Full-time, Flexible working Reference number 818-CYP293 Job locations Lindon House 134 Dixon Street Lincoln LN6 7TU Job description Job responsibilities To ensure the department delivers a good level of all administrative duties and ensure clients/patients are dealt with in a timely manner so they have a positive experience. To manage adequate and appropriate administrative staff cover across the county by coordination of the countywide workforce. The post holder will provide daily supervision of the administration team including training and monitoring effective communication by telephone, face to face and digital, ensuring a courteous and confidential service is maintained. Job description Job responsibilities To ensure the department delivers a good level of all administrative duties and ensure clients/patients are dealt with in a timely manner so they have a positive experience. To manage adequate and appropriate administrative staff cover across the county by coordination of the countywide workforce. The post holder will provide daily supervision of the administration team including training and monitoring effective communication by telephone, face to face and digital, ensuring a courteous and confidential service is maintained. Person Specification Essential Essential NVQ Level 4 / Diploma level qualification in Business Administration or relevant qualification and transferable skills experience Evidence of relevant and continuing professional development (CPD) Excellent communication skills - ability to liaise with staff at all levels Ability to make sound judgements when prioritising tasks and knowing when to refer Good organisational skills - able to manage busy workload, prioritise work and have a good attention to detail Ability to work with a high level of accuracy and attention to detail, with constant interruptions. Knowledge of confidentiality and data protection legislation and is able to use discretion where necessary Knowledge and proficiency in use of relevant software packages 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 supervising staff in an effective way Previous experience of working in a customer focused environment Previous experience of working towards targets/deadlines Problem solving - ability to respond to problems and identify solutions Ability to produce work of a high presentational standard with a high degree of accuracy Ability to make sound judgements when prioritising tasks and knowing when to refer Ability to work as a team, on own initiative and under pressure Able to manage own workload and work autonomously Ability to travel within the boundaries of the Trust. Flexible and adaptable approach to hours and duties. Ability to establish and maintain working relationships at all levels internally and externally Desirable Previous experience of NHS policy and procedures Previous experience of Sexual Health Services Previous experience of a countywide travel post Person Specification Essential Essential NVQ Level 4 / Diploma level qualification in Business Administration or relevant qualification and transferable skills experience Evidence of relevant and continuing professional development (CPD) Excellent communication skills - ability to liaise with staff at all levels Ability to make sound judgements when prioritising tasks and knowing when to refer Good organisational skills - able to manage busy workload, prioritise work and have a good attention to detail Ability to work with a high level of accuracy and attention to detail, with constant interruptions. Knowledge of confidentiality and data protection legislation and is able to use discretion where necessary Knowledge and proficiency in use of relevant software packages 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 supervising staff in an effective way Previous experience of working in a customer focused environment Previous experience of working towards targets/deadlines Problem solving - ability to respond to problems and identify solutions Ability to produce work of a high presentational standard with a high degree of accuracy Ability to make sound judgements when prioritising tasks and knowing when to refer Ability to work as a team, on own initiative and under pressure Able to manage own workload and work autonomously Ability to travel within the boundaries of the Trust. Flexible and adaptable approach to hours and duties. Ability to establish and maintain working relationships at all levels internally and externally Desirable Previous experience of NHS policy and procedures Previous experience of Sexual Health Services Previous experience of a countywide travel post 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). Additional information 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 Lincolnshire Community Health Service NHS Trust Address Lindon House 134 Dixon Street Lincoln LN6 7TU Employer's website https://www.lincolnshirecommunityhealthservices.nhs.uk/ (Opens in a new tab)