Administrative Officer

Position Overview We are seeking a highly skilled and enthusiastic Administrative Officer to support our busy team. This is a permanent, full-time position offering 37.5 hours per week. You will play a key role in ensuring the smooth running of administrative processes and providing excellent service to both staff and the public. Location The post holder will be based at Leyland House, located within Lancashire Business Park, Leyland. They will be aligned with the Referral Management Team within the Children's Therapy Service for the Central and West Locality, supporting all Children's Therapy Teams and Services. This post will also provide reception cover at Adlington Clinic. Key Responsibilities Manage the administrative process from referral to first appointment, including booking appointments using RIO/EMIS, handling telephone enquiries, monitoring and managing waiting lists, and liaising with clinical teams. Provide reception cover at Adlington Clinic. Be the first point of contact for the unit/department; greet visitors, ensure sign‑in, and direct them to staff. Manage departmental meetings, diary management, room booking and document management. Answer telephones, take and forward messages, provide prompt, courteous, non‑judgmental and well‑informed responses, and respond to routine queries while escalating complex queries to appropriate staff. Ensure the reception/work area is presentable, well‑organised, and that confidential information cannot be seen or overheard by visitors. Cover reception duties when required. Provide day‑to‑day support to clerical officers when appropriate. Receive, allocate and dispatch departmental mail (internal and external). Provide administrative services, including typing routine information such as reports, minutes and other correspondence on behalf of the manager and other members of the team. File and scan documents including service user information. Photocopy, scan, collate and distribute documents as directed. Work collaboratively with management teams and other departments, including clinicians, to ensure that all appropriate leads are notified in urgency matters and dealt with in a timely manner. Attend and participate in team meetings and administrative service meetings as required as part of the smooth running of an integrated team‑based service approach. Assist in the running of an efficient appointment system, dealing with routine referrals, sending patient letters and information, and distributing them to the appropriate clinic team. Qualifications Previous administrative experience is essential, along with excellent interpersonal and customer‑care skills. The successful candidate must be able to work both independently and collaboratively as part of a team. Strong written and verbal communication skills are required, including the ability to generate and process routine correspondence. Application Process Applicants are strongly encouraged to carefully read the job description and person specification before applying. In the supporting information section of your application, please provide clear and detailed examples that demonstrate how your skills, knowledge and experience align with the requirements of the role. The shortlisting panel will assess your application against the essential criteria, so it is important to provide specific evidence of how you meet each criterion. For more details on this vacancy please review the attached job description and person specification. Vacancies may close quickly; if you are not invited to interview within four weeks of the closing date, please assume you have been unsuccessful, as it is not possible to contact all unsuccessful candidates. If you use AI to assist with your application, you must declare this; undeclared use may result in withdrawal. Please ensure that email addresses and telephone numbers are provided for your referees, so LSCFT can contact them. Further communication from LSCFT will normally be to the email address given on the application form. For all posts which require a Disclosure and Barring Service (DBS) check, please be aware of the DBS Code of Practice; a charge will be made to the successful candidate(s) if the post is subject to DBS disclosure. Please ensure that you read the person specification as your application will be measured against this document. About the Trust Our Vision is to provide the best mental health, learning disability, autism, community, and physical health services for the populations we serve. As an integrated Trust, Lancashire and South Cumbria NHS Foundation Trust (LSCFT) delivers a comprehensive range of services, including: Primary and secondary mental health care for children and adults, including specialist inpatient child and adolescent mental health provision, perinatal mental health, and forensic services with low and medium secure care. Specialist mental health inpatient care for individuals with learning disabilities, alongside specialist community support for children and adults with learning disabilities and autism, including intensive support. Extensive community physical health and wellbeing services for children and adults, covering prevention, treatment, rehabilitation, and long‑term condition management. The Trust was first established in 2002 and employs approximately 7,500 staff across more than 400 sites. The organisation offers opportunities for medics, mental health, general nurses, children’s nurses, allied health professionals, psychology, administration and clerical staff, apprentices and volunteers, and those specialising in learning disabilities and community physical health services. For more information visit our website via Lancashire & South Cumbria NHS FT. Inclusivity We also welcome individuals with lived experience relevant to the role or service area, as your insight brings authenticity to our services. Working Patterns LSCFT supports flexible working. We believe that a positive work/life balance benefits NHS employees through improved health and wellbeing. Working patterns such as term time, part time, compressed hours and flexi‑time are considered. #J-18808-Ljbffr