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Job summary

Main area
Admin
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
357-LN-173-26-QIA2615-B
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
15/06/2026 23:59

Employer heading

United Lincolnshire Teaching Hospitals NHS Trust logo

Systems Access Administration Officer - Band 3

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

See attached JD + PS

The role will be part of the Registation Authority (RA) Team sitting along side the Trust Security & Access Services (SAS).

Day to day you will fulfill all RA related queries in accordance with the requirements of the NHS Care Identity Service (CIS), and provide first line support to both the NHS and local Care Record Services users regarding the use of CIS smartcards and Role Based Access Controls. 

Please be advised that the start date for the successful candidate is subject to deferment.  The exact timing will be confirmed at offer stage.

Main duties of the job

See attached JD + PS

  1. Day to day administration of The Trust RA including:  

  • Issuing Smartcards to users who have been sponsored and who have suitably proven identities in accordance with the National RA processes.  

  • Updating user access profiles in accordance with Sponsors requirements.  

  • Cessation and suspension of Smartcard certificates in accordance with the Sponsors’ requirements.  

  • Ensuring that the RA policies and procedures are adhered to within own area of responsibility.  

  • Providing support to trust users and sponsors on process, hardware, and application problems.  

  • Managing the replacement of smartcard digital certificates as required 

  • Escalating process, hardware, and application problems that the post holder cannot resolve to the Digital Delivery Supervisor.  

  • Initial investigating and reporting of smartcard security incidents.  

  • Training local departmental RA agents.  

  • Ensuring that all RA documentation/forms are securely retained and accessible, in accordance with the National Policy.  

  • Assisting with the management of workgroup set-up and maintenance.  

 

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

See attached JD + PS

 

  1. Day to day administration of The Trust RA including:  

  

  • Issuing Smartcards to users who have been sponsored and who have suitably proven identities in accordance with the National RA processes.  

  • Updating user access profiles in accordance with Sponsors requirements.  

  • Cessation and suspension of Smartcard certificates in accordance with the Sponsors’ requirements.  

  • Ensuring that the RA policies and procedures are adhered to within own area of responsibility.  

  • Providing support to trust users and sponsors on process, hardware, and application problems.  

  • Managing the replacement of smartcard digital certificates as required 

  • Escalating process, hardware, and application problems that the post holder cannot resolve to the Digital Delivery Supervisor.  

  • Initial investigating and reporting of smartcard security incidents.  

  • Training local departmental RA agents.  

  • Ensuring that all RA documentation/forms are securely retained and accessible, in accordance with the National Policy.  

  • Assisting with the management of workgroup set-up and maintenance.  

  

  1. Day to day support of The Trust Registration and Systems Access Control procedures in accordance with National and local policies including:  

  

  • Act as, first, second- and third-line support for Access Control issues using the Digital Services ITSM System 

  • Check the ITSM System for tasks on a regular basis and deal directly with any items within your area of responsibility to resolution.    

  • Managing Workgroup set-up and maintenance.  

  • Setup and allocate appropriate roles to users based on agreed system role maps and where the user has been appropriately sponsored for the access level.  

  • Remove or modify a user’s access where the user no longer requires this access.  

  • Pass all other requests for support to the appropriate department in a timely manner 

  

  

  

3.  

Establish good communication with sponsors in support of the proper use of Smartcards, and other user accounts, the principles of role-based access control, and their responsibilities.  

4.  

  

Maintain working relationships with all other relevant departments, and local RA agents as required 

  

5.  

Password management: Activating accounts for users and following up on staff who fail to return their password receipts.  

  

6.  

Accurate maintenance of various databases and spreadsheets in order to ensure available information is accurate and up to date.  

7.  

Provide administrative support to the Digital Delivery Supervisor with regard to project work stream tasks and develop reports on the access control database as required 

8.  

Maintain the National Spine Users Database and Card Management System.  

9.  

In collaboration with Facilities control and produce the Trust ID cards.   

10.  

Assist in the maintenance of the SAS area of the Trust intranet site.  

11.  

Maintenance of the file system and process workflow for all Trust applications and associated paperwork.  

12.  

  

Process all requests for access in a timely manner, ensuring that requests have been appropriately sponsored and are in accordance with the agreed system role map.  Escalate any access request issues to the appropriate body and report any anomalies to the Digital Delivery Supervisor.  

13.  

  

Work closely with all other access control staff including the identification and allocation of tasks, the monitoring of performance and other day to tasks. Ensure that you are adequately trained and kept up to date on RA matters.  

  

14.  

Help plan and co-ordinate the registration of all Doctors including planned Junior Doctors induction sessions ensuring that smartcards and Trust ID Cards are issued, and appropriate access is set up in accordance with the sponsors requirements.  

15.  

  

Work within the team pro-actively and efficiently ensuring that Digital Services Project system go lives are sufficiently catered for, ensuring all access is timely and last-minute changes are dealt with in a timely and accurate manner.  

  

15.  

When tasked, process the weekly/monthly starters, leavers and changes list supplied by HR.  Update all relevant databases and paperwork as required.  Ensure all users have up to date and appropriate records in relation to NHS CIS and local applications.   Inform other Digital Services departments as required. Also ensure that user access is both created and removed in a timely manner and in accordance with accepted National and local standards.  

  

16.  

General office support duties including: establish and maintain office systems and procedures   

17.  

The post holder must continuously develop their skills and stay up to date with future strategic and operational changes within Registration Authority, cascading this information to the wider community.  

  

18.  

Undertake other duties not specified within the Job Description but within the general scope of the post as determined by the Digital Delivery Supervisor.  

Person specification

Qualification

Essential criteria
  • To have been educated to GCSE A-C Level qualification or equivalent standard
  • Evidence of computer systems training to a minimum of ECDL or equivalent with evidence of ongoing personal and management development
Desirable criteria
  • Have undertaken the NHS CIS User Registration Service User Registration Course
  • A-level qualification in a related discipline,

Previous Experience

Essential criteria
  • A basic understanding of the Standards that are applied to the protection of patient information within the NHS
  • A working knowledge of the National RA policies and procedures
  • Experienced MS Office
  • Email and Internet experience
  • Maintenance of complex database records
  • Evidence of working within a team
Desirable criteria
  • NHS CIS – UIM
  • Good NHS experience within an informatics environment

Evidence of particular

Essential criteria
  • Excellent interpersonal Skills
  • Good negotiation Skills.
  • Excellent administration skills.
  • Good organisational skills.
  • Ability to work under pressure
  • Excellent communication skills working at all levels of professional hierarchies, facilitation, change management and team working.
  • Awareness and Knowledge of the dignity in care agenda.
  • Ability to evidence/demonstrate key values and behaviours in line with the Trust framework: Patient Centred Safety Compassion Respect and Excellence
Desirable criteria
  • Advanced Microsoft skills
  • Working knowledge of NHS practises for the management of information.

Specific Requirements

Essential criteria
  • Drive and enthusiasm
  • Ability to work on own initiative and as part of a team pursuing strategic goals
  • Self-motivated.
  • Mobile – Able to travel between Trust Sites

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Vicky Cole
Job title
Senior Project Manager
Email address
[email protected]
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