Administrative Officer (XN03)

Looking for something different? We may have the administration roles you have been looking for.

We have two exciting opportunities for individuals to join our hepatology admin team working in outpatients or with the community liver health check (CLHC) admin team, both based at St James hospital. The posts are band 3, fixed contracts for 12 months.

Working within the admin teams, the individuals will provide clerical and administrative services for the department and CLHC team. The individuals will be professional, efficient, and friendly, ensuring that all admin tasks are dealt with, and any queries received are answered or signposted to the correct department or person in a timely manner.

Communication is key in this busy role as individuals will need to liaise with admin staff, clinicians, and other departments within the Trust to ensure that all admin queries are resolved effectively.

You will need to have a flexible approach to work, be highly organised, enjoy working individually as well as part of a larger team, and have good keyboarding skills. Knowledge of hospital patient administration system is desirable but not essential as training will be given.

The posts are full-time, but part-time hours would be considered for suitable candidates.

For further information, please contact Diane Williams at diane.williams25@nhs.net for the community liver health check post or Audrey Rowe at audreyrowe@nhs.net for the hepatology admin post.

Main duties of the job

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the hepatology department and the CLHC team. He/she will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department.

About us

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

• Accountable
• Empowered

Leeds Teaching Hospitals is committed to our process of redeploying at-risk members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job responsibilities

JOB PURPOSE/SUMMARY

To provide administrative and clerical support to the hepatology Department in Abdominal, Medicine and Surgery (AMS) CSU.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY:

1. To provide a full clerical support service to the department including organising, sorting, and filing documents; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing, and distributing information by post or email; typing letters and other documents.
2. To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal and written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.
3. To provide administrative support for meetings as required e.g. organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notices of meetings, agendas, and minutes.
4. To attend and service meetings as required. This could include welcoming participants, organising refreshments, and taking minutes and typing them up and circulating them after approval.
5. To maintain and update mail outs and labels for Trust and staff departments, advisory group members, and voluntary and community organisations and organising electronic or paper mail outs to such groups as required (typing, copying, and posting etc.).
6. To liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary.
7. To monitor stock levels and order stationery and office supplies as required, and non-stock items as necessary.
8. To record departmental expenditure and petty cash requisitions, produce monthly updates, and check against financial statements. Collect petty cash as necessary.
9. To co-ordinate and keep records of staff leave, absences, and attendance at mandatory fire training.
10. To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality, and personnel policies and guidelines.
11. To maintain and develop the department's website on the Trust intranet. (Training will be given).
12. To contribute to the production of information for distribution across the Trust and to other relevant organisations.
13. Use departmental database for recording appropriate information as requested and producing reports.
14. Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.

THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

• Accountable
• Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally, the following are core values which relate specifically to this post:

• Commitment to principles of equality and diversity.
• Importance of maintaining confidentiality.
• Honesty and integrity.

INFECTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

HEALTH AND SAFETY / RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system.

EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person, whether they are staff, patient, or visitor, should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion, etc.

TRAINING AND PERSONAL DEVELOPMENT

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

COMMUNICATION & WORKING RELATIONSHIPS

The post holder will be expected to establish, maintain, and respect good working relationships and communication with both internal and external organisations, institutions, and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous, and respectful manner at all times.

Person Specification

Qualifications

• GCSE in English and Maths or Equivalent
• Must be willing to attend relevant training courses
• Basic computer/typing qualifications

Experience

• Knowledge of a wide range of administrative procedures including finance.
• Competent in word processing, spreadsheet packages, and in using databases.
• A good awareness of and understanding of issues surrounding diversity and patient involvement.
• Knowledge of databases and how to generate reports.
• Understanding of working in a complex organisation.
• Good written and verbal communication skills.
• Good command of spoken and written English.
• Knowledge of the NHS.
• Work experience in a health or social care setting.
• Personal or work experience of working with diversity e.g. disabled people, people from different cultures.
• Multi-lingual and/or in British Sign Language would be a bonus.
• Competent in using other software (such as Access databases and web authoring software).

Skills & Behaviours

• Well organised and able to work on own initiative.
• Able to work effectively as part of a small team.
• Able to relate effectively to a wide range of people with good interpersonal skills.
• Personable, patient, sensitive, and flexible.
• Willing to learn new skills.
• Reliable.
• Commitment to principles of equality and diversity.
• Commitment to delivering quality services.
• Importance of maintaining confidentiality.
• Honesty and integrity.
• Well organised, able to prioritise and to work on own initiative.
• Able to work effectively as part of a small team.
• Good interpersonal skills and able to relate effectively to a wide range of people.
• Multi-lingual and/or in British Sign Language would be a bonus.

Other criteria

• Must be willing to work within the Trust's policies e.g. confidentiality, data protection, health and safety etc.
• Able to attend occasional early evening meetings.