Job responsibilities
1. JOB DETAILS
Job Title:
Administrative Officer
Reports to: Office Manager/Team Manager- Central
Administration
Band: 3
Department: Estates & Facilities Administration
Location : St Jamess with occasional cross site
working
AfC Job No: 740
2. JOB PURPOSE/SUMMARY
To
provide administrative and clerical support working as part of the Estates
& Facilities Central Administration team.
The
post holder will be responsible for the provision of a full and effective
administrative and clerical support service to the Business Unit Admin 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 her/his own work on a day-to-day basis within
the overall demands and priorities of the department.
3. ORGANISATIONAL CHART
Head of Department
I
Team Manager
I
Administration Officer
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
To provide a full clerical support
service to the department including organising, sorting and filing documents
and papers; 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
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/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.
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 notice of meetings, agendas and minutes.
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.
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.)
To liaise with appropriate
personnel to make appointments for the Head of Service/Management team and to
maintain an appointments diary.
To monitor stock levels and
re-order stationery and office supplies as required, and non-stock items as
necessary.
To record departmental expenditure
and petty cash requisitions, produce monthly updates and check against
financial statements. Collect petty cash as necessary.
To co-ordinate and keep records of
staff leave, absences and attendance at mandatory fire training.
To adhere to relevant Statutory
Instruments and Trust policies and guidelines e.g. Data Protection, Health
and Safety, Confidentiality and personnel policies and guidelines.
To maintain and develop the
departments web site on the Trust intranet. (Training will be given)
To contribute to the production of
information for distribution across the Trust and to other relevant
organisations.
Use departmental database for
recording appropriate information as requested and producing reports.
Any other duties commensurate with
the grade which may be required from time to time to
ensure the effective running of
the service.
5.
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:
Patient-centred
Collaborative
Fair
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.
Commitment to delivering quality
services.
Importance of maintaining
confidentiality.
Honesty and integrity.
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
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.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. 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.
8. 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
9. 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.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL 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.
11. 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.
12. SPECIAL WORKING CONDITIONS
Flexibility with hours to attend
occasional early morning/evening meetings.
i) PHYSICAL EFFORT:
Speed and accuracy in typing.
Accuracy needed for inputting information (e.g. on finance spreadsheet,
departmental database). Needs to sit
at the computer most of the day. Sometimes
needs to lift and move stationery, boxes of leaflets or files etc. For
example, boxes containing five reams of paper.
ii) MENTAL EFFORT:
Needs
to concentrate most of the time and deal with interruptions e.g. the phone
ringing, being asked to leave one task to do another more urgent task
Mental
effort is required for example:
when dealing with a wide range of
enquiries
setting up meetings and organising
venues
researching information for manager
including but not exclusively from the internet
organising filing systems
preparing documents for reports
taking minutes for meetings
updating web pages
inputting information onto a
database and producing reports from the database.
concentration when typing
complicated documents
checking budget statements and
following up discrepancies
checking orders and invoices
organising and prioritising work
and progress chasing
planning and thinking ahead to
ensure effective support to manager
iii)
EMOTIONAL EFFORT:
Stress
of keeping on top of things in an increasingly busy department.
iv)
WORKING CONDITIONS:
Needs
to work at a computer for most of the day.
