Job summary THIS POST WILL NOT COMMENCE UNTIL MAY 2025 To provide comprehensive administrative and secretarial support to the Infection Prevention and Control Team. To provide support for work pertaining to Infection Prevention and Control/healthcare associated infection, e.g. surveillance, audit and education. Develop effective and constructive relationships within the Trust, and with colleagues in other Trusts, the wider health community and where applicable external bodies to ensure clear and consistent communication and information sharing. To work as a member of the wider Infection Prevention and Control team to ensure a consistent and positive approach to the achievement of objectives. Whilst the post holder will be based predominantly on one site there is an expectation that they will travel and work across sites as required by the needs of the service. Main duties of the job Provide a comprehensive and confidential administrative and secretarial support service to the Infection Prevention and Control Team (and, other members of the Directorate and external groups when on site as required). Participate in the organisation of meetings, seminars, workshops, away days, conferences etc. to support the Infection Prevention and Control Team. To include the administration, preparation and circulation of agendas, minutes and supporting documentation, venue booking, equipment requirements, guest speakers, refreshment arrangements etc. 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 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). Date posted 02 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 357-PR-1138-24-A Job locations Boston Pilgrim Hospital Sibsey Road Boston PE21 9QS Job description Job responsibilities 1. Key Responsibilities 1.1 Provide a comprehensive and confidential administrative and secretarial support service to the Infection Prevention and Control Team (and, other members of the Directorate and external groups when on site as required). 1.2 Participate in the organisation of meetings, seminars, workshops, away days, conferences etc. to support the Infection Prevention and Control Team. To include the administration, preparation and circulation of agendas, minutes and supporting documentation, venue booking, equipment requirements, guest speakers, refreshment arrangements etc. 1.3 Attend meetings to record notes, minutes and action required which may be at any of the Trusts sites 1.4 Work flexibly and responsibly, as an individual and as part of the Infection Prevention and Control Team to ensure the efficiency of administration and secretarial support, providing cover for colleagues during periods of annual leave/absence to ensure the consistency of the service. 1.5 Produce correspondence and other documents in an accurately presented format; from audio, manuscript, shorthand or e-mail, utilising the IT systems, e.g. e-mail, word processing, Excel, PowerPoint and other software packages. 1.6 Access the Trust systems when required to obtain necessary information and ensure correct process for transit/handling of patient records and handling of sensitive/confidential information. 1.7 Ensure that an efficient and effective brought forward system is available for the Infection Prevention and Control Team, ensuring that appropriate supporting documentation or files are readily available in advance of business commitments. 1.8 Contribute to the management of Infection Prevention and Control Team filing systems, both paper and electronic, ensuring compatibility of files, easy access, making maximum use of shared information, electronic filing and software packages and ensuring confidentiality of stored documentation and adherence to Trust policy and process. 1.9 Provide first line of advice for infection prevention and control related matters escalating to team members as necessary. 1.10 Participate in projects under the direction of the Infection Prevention and Control Team. 2. Planning and Organisation 2.1 Plan, arrange and diarise appointments and update electronic diaries for members of the Infection Prevention and Control Team. 2.2 Manage and prioritise own workload in a methodical and proactive way with the ability to respond to competing priorities. 2.4 Deliver against agreed deadlines and priorities. 2.5 Plan and organise training for designated aspects in order to maintain an overview of compliance against set targets, identifying and escalating risk areas as appropriate to the Infection Prevention and Control Team. 3. Communication and Relationship 3.1 Liaise with external agencies on behalf of the Infection Prevention and Control Team. 3.2 Act as first point of contact / meet and greet patients and/or relatives and visitors from external agencies when meeting with the Infection Prevention and Control Team. 3.3 Attend formal meetings both internally and externally to take minutes. 3.4 Manage face to face and telephone conversations with people of all disciplines both internal and external to the Trust. 3.5 Deal with confidential information which can be of a sensitive nature. 3.6 Communicate with a wide range of staff including senior managers and Executive Team. 4. Analytical and Judgement 4.1 Ability to extract, manipulate and interpret information and present in required format i.e. assurance reports / data fields etc. for internal and external purposes. 4.2 Compile reports and presentations in conjunction with the Infection Prevention and Control Team for internal and external purposes. Job description Job responsibilities 1. Key Responsibilities 1.1 Provide a comprehensive and confidential administrative and secretarial support service to the Infection Prevention and Control Team (and, other members of the Directorate and external groups when on site as required). 1.2 Participate in the organisation of meetings, seminars, workshops, away days, conferences etc. to support the Infection Prevention and Control Team. To include the administration, preparation and circulation of agendas, minutes and supporting documentation, venue booking, equipment requirements, guest speakers, refreshment arrangements etc. 1.3 Attend meetings to record notes, minutes and action required which may be at any of the Trusts sites 1.4 Work flexibly and responsibly, as an individual and as part of the Infection Prevention and Control Team to ensure the efficiency of administration and secretarial support, providing cover for colleagues during periods of annual leave/absence to ensure the consistency of the service. 1.5 Produce correspondence and other documents in an accurately presented format; from audio, manuscript, shorthand or e-mail, utilising the IT systems, e.g. e-mail, word processing, Excel, PowerPoint and other software packages. 1.6 Access the Trust systems when required to obtain necessary information and ensure correct process for transit/handling of patient records and handling of sensitive/confidential information. 1.7 Ensure that an efficient and effective brought forward system is available for the Infection Prevention and Control Team, ensuring that appropriate supporting documentation or files are readily available in advance of business commitments. 1.8 Contribute to the management of Infection Prevention and Control Team filing systems, both paper and electronic, ensuring compatibility of files, easy access, making maximum use of shared information, electronic filing and software packages and ensuring confidentiality of stored documentation and adherence to Trust policy and process. 1.9 Provide first line of advice for infection prevention and control related matters escalating to team members as necessary. 1.10 Participate in projects under the direction of the Infection Prevention and Control Team. 2. Planning and Organisation 2.1 Plan, arrange and diarise appointments and update electronic diaries for members of the Infection Prevention and Control Team. 2.2 Manage and prioritise own workload in a methodical and proactive way with the ability to respond to competing priorities. 2.4 Deliver against agreed deadlines and priorities. 2.5 Plan and organise training for designated aspects in order to maintain an overview of compliance against set targets, identifying and escalating risk areas as appropriate to the Infection Prevention and Control Team. 3. Communication and Relationship 3.1 Liaise with external agencies on behalf of the Infection Prevention and Control Team. 3.2 Act as first point of contact / meet and greet patients and/or relatives and visitors from external agencies when meeting with the Infection Prevention and Control Team. 3.3 Attend formal meetings both internally and externally to take minutes. 3.4 Manage face to face and telephone conversations with people of all disciplines both internal and external to the Trust. 3.5 Deal with confidential information which can be of a sensitive nature. 3.6 Communicate with a wide range of staff including senior managers and Executive Team. 4. Analytical and Judgement 4.1 Ability to extract, manipulate and interpret information and present in required format i.e. assurance reports / data fields etc. for internal and external purposes. 4.2 Compile reports and presentations in conjunction with the Infection Prevention and Control Team for internal and external purposes. Person Specification Qualifications Essential GCSE English and Maths Grade C or above (or equivalent qualification) Familiar with a variety of software packages including Microsoft word, Powerpoint, Excel spreadsheets, NHS systemss RSA III word processing qualification (or equivalent) Good standard of English, to be able to spell and produce work with accurate grammar Desirable Secretarial qualification (or equivalent) or able to demonstrate significant secretarial experience previous experience Essential Preparing agendas, attending meetings and taking and recording minutes Desirable Preparing agendas, attending meetings and taking and recording minutes Working in an Infection Prevention and Control Team Evidence of particular Knowledge, skills and aptitudes Essential Computer literate to high standard - experience of using a number of software packages including Excel Microsoft, PowerPoint. Ability to utilise IT systems to support data analysis Ability to prioritise work effectively in order to meet deadlines Ability to work on own initiative Good communication skills (in writing and on the telephone) Ability to understand context for discussions at meetings and to distil the key points into minutes and action plans A full range of proven secretarial skills Ability to evidence/demonstrate key values and behaviours in line with the Trust framework Specific Requirements Essential Adaptable to change and the needs of the service Ability to maintain confidentiality Ability to work within a team environment Willingness to attend meetings to record minutes at any of the Trust's sites. Person Specification Qualifications Essential GCSE English and Maths Grade C or above (or equivalent qualification) Familiar with a variety of software packages including Microsoft word, Powerpoint, Excel spreadsheets, NHS systemss RSA III word processing qualification (or equivalent) Good standard of English, to be able to spell and produce work with accurate grammar Desirable Secretarial qualification (or equivalent) or able to demonstrate significant secretarial experience previous experience Essential Preparing agendas, attending meetings and taking and recording minutes Desirable Preparing agendas, attending meetings and taking and recording minutes Working in an Infection Prevention and Control Team Evidence of particular Knowledge, skills and aptitudes Essential Computer literate to high standard - experience of using a number of software packages including Excel Microsoft, PowerPoint. Ability to utilise IT systems to support data analysis Ability to prioritise work effectively in order to meet deadlines Ability to work on own initiative Good communication skills (in writing and on the telephone) Ability to understand context for discussions at meetings and to distil the key points into minutes and action plans A full range of proven secretarial skills Ability to evidence/demonstrate key values and behaviours in line with the Trust framework Specific Requirements Essential Adaptable to change and the needs of the service Ability to maintain confidentiality Ability to work within a team environment Willingness to attend meetings to record minutes at any of the Trust's sites. 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 Boston Pilgrim Hospital Sibsey Road Boston PE21 9QS Employer's website https://www.ulh.nhs.uk/ (Opens in a new tab)