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Job summary

Main area
Admin and Clerical
Grade
NHS AfC: Band 3
Contract
Permanent: Fixed Term until 31/03/2028
Hours
Full time - 37.5 hours per week (Monday - Friday)
Job ref
357-LN-160-26-QIA2476-C
Employer
United Lincolnshire Teaching Hospitals NHS Trust
Employer type
NHS
Site
Lincoln County Hospital
Town
Lincoln
Salary
£25,760 - £27,476 per annum
Salary period
Yearly
Closing
07/07/2026 23:59

Employer heading

United Lincolnshire Teaching Hospitals NHS Trust logo

Secretary - Band 3

NHS AfC: Band 3

We recognise that outstanding care can only be delivered through our people.  We want to attract people who can help us deliver our vision. We want in return to help people achieve what they wish in their careers in the NHS at ULTH.

We are always keen to welcome highly skilled, committed and compassionate individuals to our hospitals – people who put patients at the heart of everything they do and are ready to help us achieve our vision.

Our Group values guide everything we do. They are:

·       Compassionate - We care about people - Compassionate is the act of showing empathy, kindness, and respect to others, recognising their individual needs and circumstances. It involves listening, understanding, and supporting others in a way that makes them feel valued, safe, and cared for.

·       Collaborative - We work together as a team - Collaborative is working inclusively and respectfully with others to achieve shared goals. It involves open communication, valuing diverse perspectives, and building trust to create a supportive and effective team environment.

·       Innovative - We strive to improve - Innovative is the process of exploring new ideas, approaches, and technologies to improve care, services, and working practices. It involves creativity, curiosity, and a willingness to take risks in a safe and supportive environment.

If you believe in them too, then you are ready to join the ULTH team.

We’ve taken great pride in building working environments where staff always feel valued, cared for and part of a team. Without doubt this is a challenging yet very rewarding job that is at the centre of health and care in Lincolnshire - making a positive difference to our patients.

Our Trust is situated in the beautiful county of Lincolnshire and is one of the biggest acute hospital trusts in England, serving a population of more than 700,000 people. We provide acute and specialist services to people in Lincolnshire and neighbouring counties. We have an annual income of £710 million (22/23) and we employ nearly 8,600 people.

Our Group Board have recently agreed a new vision statement – “Caring and building a healthier future for all” – stating their ambition for our Trust and the wider group to be among the best.

We also have a five year Integrated Improvement Plan setting out how we will achieve our strategic objectives, for patients, services, people and partners, the last recognising that our future success depends on our ability to ensure the Lincolnshire healthcare system is successful in achieving its ambition to help people live healthier lives and provide care closer to where people live.

Our latest CQC report increased our ratings for being effective and well-led from ‘Requires Improvement’ to ‘Good’. Our rating for caring remained as ‘Good’.

This is in recognition of the huge amount of work that our amazing staff have done to improve the quality of care for our patients in recent years.

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated.

So, what is in it for you?

  • Flexible working: Depending on the needs of your role, we will consider requests for flexible and/or part-time working for whatever reason you should need it. We recognise flexible working will not look the same for everyone, because it depends on the nature of the role and the needs of the individual.

Types of flexibility could include:

  • Part-time - less than 37.5 hours per week.
  • Off-site/remote working - working from home or other sites for part or all the week.
  • Compressed hours – usually full-time hours but over fewer days or shifts.
  • Staggered hours – having different start and finish times.
  • Set shift patterns – to allow for predictability
  • NHS Pension: A generous and flexible pension scheme with contributions from us as your employer fully protected against inflation and guaranteed by the government
  • Annual Leave: Starting at 27 days a year, rising to 33 days after 10 years plus eight bank holidays (for staff covered by Agenda for Change) For Medical Workforce positions (Consultant and Specialty Doctor), the full-time entitlement commences from 32 days per annum. For all other Medical Workforce positions, the full-time entitlement commences from 27 days per annum.
  • Bank working: The chance to work extra hours at enhanced rates and we will pay you weekly too, ideal if your income needs a quick boost.

In addition, there is more.

  • Family & Childcare: Including on-site nurseries at Lincoln County Hospital and Pilgrim Hospital Boston, maternity, paternity, adoption & shared parental leave following a set period of employment.
  • Health & Wellbeing: including counselling, mental health first aid, physiotherapy, eye tests.
  • Learning & Development including Lincolnshire Talent Academy, leadership training, medical education, clinical education, Lincolnshire clinical research
  •  Financial support and benefits including Cycle2Work, car lease scheme, home electronics. Free on-site parking and free tea and coffee and the ability to save and borrow through your salary.
  •  Rewards & Recognition including staff awards, long service awards, retirement awards, examples of excellence and staff lottery.

Enjoy a better quality of life in one of the UK’s most welcoming counties. Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire welcomes everyone. Discover a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life.

Job overview

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.

Working for our organisation

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).

Detailed job description and main 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 office
    Regularly responsible for the collation and inputting of data

Person specification

Qualifications

Essential criteria
  • GCSE (or equivalent) English and Maths Grade A-C
  • Vocational Level 3 or equivalent experience in an administration field
Desirable criteria
  • ECDL or equivalent

Skills/Competencies

Essential criteria
  • 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 criteria
  • Previous experience within the NHS

Knowledge

Essential criteria
  • 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 criteria
  • 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 criteria
  • Previous experience in an operational role

Specific Requirements

Essential criteria
  • 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 criteria
  • Ability to evidence/demonstrate key values and behaviours in line with the Group framework.
  • Demonstrate effective team player behaviours.

Employer certification / accreditation badges

Veteran AwareApprenticeships logoNo smoking policyAge positiveImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerNHS Rainbow badgeStep into healthBronze Trailblazer by Race Equality MattersHappy to Talk Flexible WorkingOne Workforce Lincolnshire ICS

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Rebecca Phillips
Job title
Executive Business Manager
Email address
[email protected]
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