Administration Team Leader / Personal Assistant to INCS Leadership Team

The Integrated Nutrition and Communication Services admin team, is a dedicated administrative team working together to offer a service to patients across Lancashire and South Cumbria. There is an exceptional strong work ethic to support the delivery of care across the region.
You will be responsible for the day to day management of a team of support secretaries providing secretarial and administrative support INCS Leadership Team. You will ensure the efficient channelling of communication between medical staff, GPs, patients, relatives, members of the public and other disciplines within the Trust.
You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity., Reporting to the INCS Business Support Manager, the post holder will provide comprehensive service to Integrated Nutrition and Communication Leadership Team. The role will also provide administrative and secretarial support to wider INCS Clinical Leads team. The post holder will require excellent organisational ability, must be flexible and able to work on their own initiative in resolving problems when they arise, along with a consistently high professional approach. They must be proficient in diary management and minute taking. The post holder will assist with the day to day operational management of INCS administration team.
You will be required to submit evidence of your qualifications for this position. If your qualifications were obtained overseas, please ensure that you acquire a Statement of Comparability from UK ENIC to facilitate a clear understanding of how your qualifications align with UK standards. For further information and to apply, please follow https://www.enic.org.uk/Qualifications/SOC/Default.aspx.

Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of., Provide direct support to Integrated Nutrition and Communication Service Leadership Team. Proactively managing their diaries and ensuring the scheduling of appointments and meetings
Organise meetings as required, to include preparation of agendas and minute taking, co-ordinating follow up action as required to ensure that decisions / recommendations are implemented. Attend meetings in order to take minutes and produce / distribute documentation as required. Where needed, ensuring that an appropriate room has been arranged.
Accurate production of letters and other correspondence for INCS Leadership team, clinical teams and administration team when required.
Taking INCS T-pro super user responsibility.
To provide direct support to the INCS Business Support Manger
Responsible for ensuring Health Rosters for INCS are inputted from BSM authorisation at month end.
Chase any missing shifts or anomalies with staff
Complete and submit corporate workforce ''Healthroster - Amendment'' forms after lockdown
Inputting and finalising any bank shifts.
Responsible for calculating annual leave allowance for INCS staff and submitting to E-roster team.
To represent the Integrated Nutrition and Communication Services, responding to external and internal telephone queries from staff, patients and others and referring to appropriate person.
Chase progress on all issues with appropriate staff on behalf of INCS Leadership Team and Clinical Leads as and when necessary to ensure that deadlines are met.
Take responsibilities for the day to day supervision of administration team. Co-ordinate leave request within the INCS administration teams ensuring staffing numbers for service delivery. Check and authorise timesheets on E-roster. Record sickness episodes on E-rosters. Undertake return to work interviews following sickness period. Assist in the recruitment.
Be the first point of contact for emergency booking to the Rapid Access Clinic. Recognising priority and arranging patient transport where required. Arrange patient facing MDT's for patients discharged home on Total Parenteral Nutrition (TPN)Work as part of the wider INCS, in particular with the MDT leads (the medical secretaries, the Nurse Specialists and Gastroenterology Consultants) to organise and book patient MDT's
Thanks for taking the time to view this advert; we're looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We'll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.
We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here
To support you in your application process we've created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we've also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have them open as you complete your application.
We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information.
AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Lancashire Teaching Hospitals and could negatively impact your chances of success in the application process.
We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.
Supporting Information
The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Our recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you've navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.
Working Smarter pledge
We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.
Secondments
If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contacting [email protected]
Young People
Please note a young person must be in part-time education or training until they're 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.
Disclosure and Barring Service checks
If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £21.50, Standard DBS check £21.50 and Enhanced DBS check £49.50. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.
In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.