Admin Assistant / Secretary | Lancashire Teaching Hospitals NHS Foundation Trust

Are you organised, proactive and passionate about supporting high‑quality patient care? The Dietetics Team at Lancashire Teaching Hospitals is looking for a dedicatedDietetics Support Secretaryto join our friendly and dynamic department.

As the first point of contact for the Dietetics service, you will play a vital role in ensuring that patients, families, and staff receive clear, timely and professional communication. You will provide comprehensive administrative and secretarial support to the Dietitians and wider INCS team, helping us deliver a safe, efficient and compassionate service.

This is a busy and varied role, ideal for someone who enjoys working in a fast‑paced environment, can manage multiple tasks, and takes pride in maintaining high standards.

Act as the first point of contact, handling calls, emails and face‑to‑face enquiries.
Manage patient referrals and book outpatient and virtual appointments on the Trust systems.
Type and upload clinical correspondence including letters and reports.
Maintain accurate filing and administrative systems to support smooth service delivery.
Coordinate meetings, prepare agendas and take minutes when required.
Liaise with suppliers, process orders, and monitor departmental stock.
Support the wider INCS admin team during busy periods, annual leave and sickness cover.
Contribute to service improvements and help streamline administrative processes.

We have 10000 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 which means your role is pivotal and something really to be proud of.
1. Communication & Enquiry Management
• Serve as thefirst point of contactfor all incoming enquiries, including telephone calls, emails, and in‑person queries.
• Prioritise and triage communications, escalating or redirecting as needed.
• Ensure all calls are answered promptly and professionally, maintaining a high standard of customer service.
• Handle patient concerns empathetically in line with Trust complaints procedures, aiming for local resolution where possible.
• Keep patients informed of delays or changes that could impact their experience.
2. Referral and Appointment Management
• Process electronic patient referrals accurately using systems such as Harris Flex.
• Manage the central booking system for all outpatient appointments (face‑to‑face, telephone, and virtual).
• Contact patients directly to arrange appointments and handle cancellations or rebooking requests.
• Ensure all activity is accurately recorded and updated within the Trust EPR system.
• Support efficient patient flow by activating, updating, and discharging patients within the system to maintain pathway accuracy.
3. Clinical Correspondence
• Produce, type, and upload clinical letters and reports to T‑Pro or similar systems.
• Ensure all correspondence is accurate, timely, and professionally formatted.
• Manage the distribution of incoming and outgoing correspondence, maintaining robust records for audit and continuity of care.
4. Administrative & Secretarial Support
• Maintain organised and efficient filing systems, ensuring documentation is up‑to‑date and accessible.
• Manage day‑to‑day secretarial duties, including drafting letters, preparing documents, and supporting Dietitians with administrative tasks.
• Support service initiatives and contribute to continuous improvement of admin processes.
• Assist with cross-cover for other INCS admin colleagues during busy periods, annual leave, or sickness.
5. Meeting Coordination
• Organise meetings for Dietitians and managers, including preparing and distributing agendas.
• Take accurate minutes when required and circulate them promptly.
• Ensure all meeting documents, scheduling, and communication are handled efficiently.
6. Procurement, Stock and Resource Management
• Liaise with external suppliers to obtain quotes and place orders for nutrition supplies, stationery, equipment, and other departmental items.
• Manage stock levels, ensuring the department remains adequately supplied.
• Maintain tidy and well-organised stock rooms and patient‑information areas.
• Process orders and goods receipting using NHS procurement systems such as Oracle, NHS Supply Chain or eProc.
7. Maintaining Department Communication & Resources
• Ensure signage, patient resources, and departmental information are regularly updated and replenished.
• Disseminate Trust communications, updates, and briefing documents appropriately across the team.
• Support information flow within the directorate to enable safe, efficient service delivery.
8. Governance, Data Quality & Confidentiality
• Adhere strictly to confidentiality and information governance standards.
• Support the quality, accuracy, and security of patient and departmental information.
• Ensure compliance with Trust policies including health & safety, infection control, and data protection.
• Report concerns relating to safety, incidents, or risks in line with Trust procedures.
9. Teamwork & Service Improvement
• Work collaboratively within the admin team, offering help during high‑pressure periods and recognising when colleagues need support.
• Demonstrate flexibility and adapt to changes in workflow demands.
• Contribute ideas for improving administrative systems and streamlining processes.
• Promote a positive, supportive working environment aligned with Trust values.
10. Personal Responsibility & Professional Development
• Take responsibility for own workload, time management, punctuality, and performance.
• Maintain mandatory training and participate in annual appraisal discussions.
• Seek support or further training where needed to ensure the highest standards of administrative practice.

This advert closes on Friday 15 May 2026