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Administrative Coordinator
2 months ago
Job Overview
o A centralized service dedicated to delivering a high volume of vaccinations during a booster initiative. o Mobile outreach in community centers, venues, and temporary locations to administer the COVID vaccine locally and promote health awareness. o Assist healthcare practices in engaging individuals with underlying health conditions where preventive measures and treatment options are not fully utilized (personalized care plans for individuals identified through health management insights).
Key Responsibilities
To provide comprehensive administrative and operational support to senior administrators, senior personnel, and the Clinical Services Lead in ensuring a safe and effective service during vaccination efforts and any health promotion activities. The role requires the ability to travel to various sites as needed and attend external meetings. Candidates must possess standard driving skills to visit patients' residences or outreach locations and transport necessary equipment between sites.
About Us
Lincolnshire Community Health Services NHS Trust is recognized among the top 25% of community trusts for overall staff engagement in the NHS National Staff Survey.
At LCHS, we believe that diversity enhances creativity and innovation. We are committed to providing equal opportunities, fostering fairness and inclusivity, and creating an environment where everyone feels valued. We particularly encourage applications from individuals who may be underrepresented in our workforce.
LCHS acknowledges the growing demand for flexible working arrangements to accommodate personal goals and commitments at various stages of employees' careers. Options such as part-time roles, compressed hours, job sharing, and hybrid working models are available to help staff balance their personal and professional responsibilities. Arrangements can be tailored to ensure that individual needs align with service requirements and team dynamics, enabling the Trust to attract and retain skilled personnel, enhance staff morale, reduce absenteeism, and respond effectively to evolving service demands.
We promote a culture of learning that supports individuals in advancing their careers through an 'earn while you learn' apprenticeship program. Visit our Learning and Development page for more information.
Job Duties
- Ensure staff have appropriate access rights to systems necessary for delivering the full range of services.
- Maintain systems to meet governance standards by developing and managing records such as training compliance, competency compliance, SOPs register, and sickness records.
- Provide senior staff with accurate information to assist in completing return-to-work documentation and monitoring attendance triggers.
- Assist with scheduling and managing staff off-duty.
- Maintain asset registers and manage deliveries and associated documentation.
- Collaborate with external partners for the procurement and return of equipment.
- Organize and manage team calendars.
- Arrange meetings, ensuring adequate travel time and necessary documentation is prepared.
- Prioritize meeting requests and provide travel directions as needed.
- Support colleagues in planning and administering events to optimize professional setups for outreach, meetings, and events, including: ensuring suitable venues, required equipment, and hospitality arrangements are secured; taking minutes of meetings; circulating agendas and related documents within agreed timelines; assisting with event facilitation, including preparation and distribution of promotional materials; and ensuring the needs of attendees are met.
- Accurately produce a variety of documents and reports using Microsoft Word, Excel, PowerPoint, and Publisher, often under pressure to meet deadlines, including letters, memos, and emails that may contain sensitive information.
- Assist the PA/Senior Administrator in generating specialized reports while adhering to confidentiality protocols.
- Investigate options and finalize arrangements for printing and distribution to meet deadlines.
- Contribute to the development and maintenance of databases, ensuring data is consistently updated.
- Provide or assist in generating statistical information, queries, and reports as required by the team.
- Manage incoming and outgoing mail appropriately, ensuring timely distribution and highlighting urgent correspondence as necessary.
- Respond to telephone inquiries and greet visitors in a professional manner, forwarding messages as needed.
- Prepare and arrange for the appropriate authorization of requisitions for equipment and services, maintaining accurate records of orders placed and received.
- Maintain office supplies and update filing systems for the team.
- Undertake the maintenance of administrative systems, including photocopying and emailing, to ensure the smooth processing of routine matters.
- Engage in incidental contact with patients as part of the role.
- Follow administrative procedures and contribute to the development and implementation of administrative/IT processes within the area of work.
- Ensure the safe use and security of Directorate equipment and maintain accurate records of inventory.
- Provide training to new staff, including bank or agency personnel.
- Participate in reviews and audits relevant to administrative procedures.
Required Skills
Essential
- Strong verbal and written communication skills.
- Ability to produce high-quality work.
- Capacity to work effectively as part of a team or independently under pressure.
Required Knowledge
Essential
- Proficiency in the Microsoft Office suite.
Required Experience
Essential
- Demonstrated administrative experience supporting senior management.
Desirable
- Previous experience within the NHS environment.
Required Qualifications
Essential
- RSA typing level 3 or equivalent experience.
- NVQ level 3 in business administration or relevant experience.
- Good standard of education.
