Job summary We are seeking an administrative assistant to join our professional and friendly therapy teams and provide support to our occupational therapists, physiotherapists and therapy assistants, as well as to our patients. You must be conscientious person who is motivated to complete their work and enjoys working in a fast paced environment with rapidly changing priorities. You will be an independent worker but also enjoy being part of a team both face to face but also at a distance. The role will be varied but rewarding and training and support will be provided. Within this role, you will be the first point of contact for other professionals, patients and their families. Liaising daily with the leadership team and other team members, you will be a pivotal in the organisation of the service. This role will support our countywide team so base can be discussed with the successful candidate. It will mainly be office based with some abilities to work from home with prior approval. Please note this position will not commence before June 2025 Main duties of the job You must have the ability to communicate with staff at all levels, as well as other agencies and patients. You will need to demonstrate a high level of accuracy and attention to detail. You should have the ability to problem solve and analyse situations to be aware of when to escalate issues which have arisen. The role will include completing general administration tasks such as letters, reports etc as requested by our clinicians and leadership team. You may be asked to support with arranging and attending meetings, taking minutes when requested and arranging rotas for clinical duties. Therefore travel may be requested of you within the county. You will need to help with the management of patient records and therefore understand the need for confidentiality and data governance. You will work very closely with the wider administration team members and leadership team. You may be asked to collate information and complete presentations in this regard and be able to pull reports from our data systems. 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 11 February 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pa Contract Permanent Working pattern Full-time, Part-time, Flexible working Reference number 818-AHP115 Job locations Flexible base dependent on successful candidate Lincoln LN5 7JH Job description Job responsibilities Provide administrative support to the adult community therapy team including telephone calls, letters, data input and data retrieval from various systems, reports, booking meetings Management of patient records maintaining confidentiality and Data Protection via various systems. Scanning of patient documentation ensuring that the patient record is accurate and relevant to the patients and ensure continuity of care in the community Liaising with other healthcare teams and indicate what action is taken based on acquired experience, independent judgement and initiative to resolve queries raised by relatives, patient, other hospitals, informatics, GPs etc and respond to enquiries in a timely manner Chasing and cancelling and making and remaking appointments for patients and staff Supporting with ongoing referrals to other services To use NHS Supply Chain to order a wide range of products, to be able to use these systems efficiently to see the process through to GRN. Ensuring sufficient stock and stationery are in place within departments and ensure effective stock management Support caseload and sector meetings by advanced planning such as inviting attendees, circulating information to relevant members prior to the meeting and minute the outcome during the meeting as requested and required by the clinical team, supporting the clinical staff during and after such meetings. Job description Job responsibilities Provide administrative support to the adult community therapy team including telephone calls, letters, data input and data retrieval from various systems, reports, booking meetings Management of patient records maintaining confidentiality and Data Protection via various systems. Scanning of patient documentation ensuring that the patient record is accurate and relevant to the patients and ensure continuity of care in the community Liaising with other healthcare teams and indicate what action is taken based on acquired experience, independent judgement and initiative to resolve queries raised by relatives, patient, other hospitals, informatics, GPs etc and respond to enquiries in a timely manner Chasing and cancelling and making and remaking appointments for patients and staff Supporting with ongoing referrals to other services To use NHS Supply Chain to order a wide range of products, to be able to use these systems efficiently to see the process through to GRN. Ensuring sufficient stock and stationery are in place within departments and ensure effective stock management Support caseload and sector meetings by advanced planning such as inviting attendees, circulating information to relevant members prior to the meeting and minute the outcome during the meeting as requested and required by the clinical team, supporting the clinical staff during and after such meetings. Person Specification Qualifications Essential Good standard of general education including Maths and English GCSE/O'Level grade C or above Vocational Level 2 in Business and Administration or equivalent experience Desirable Evidence of continuing professional development (CPD) Skills Essential Excellent IT skills - Microsoft Office (Excel, Word, Outlook.). Problem solving - ability to respond to problems and identify solutions Good organisational skills - able to manage busy workload, prioritise work and have a good attention to detail Experience Essential Experience of working in a busy administrative environment, delivery a full range of administrative procedures Previous experience of working in a customer focused environment Desirable Previous experience of working in the NHS Person Specification Qualifications Essential Good standard of general education including Maths and English GCSE/O'Level grade C or above Vocational Level 2 in Business and Administration or equivalent experience Desirable Evidence of continuing professional development (CPD) Skills Essential Excellent IT skills - Microsoft Office (Excel, Word, Outlook.). Problem solving - ability to respond to problems and identify solutions Good organisational skills - able to manage busy workload, prioritise work and have a good attention to detail Experience Essential Experience of working in a busy administrative environment, delivery a full range of administrative procedures Previous experience of working in a customer focused environment Desirable Previous experience of working in the NHS 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 Flexible base dependent on successful candidate Lincoln LN5 7JH Employer's website https://www.lincolnshirecommunityhealthservices.nhs.uk/ (Opens in a new tab)