Job responsibilities
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
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 ****Department/Service. 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.
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.
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.
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.
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 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.
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.
SPECIAL WORKING CONDITIONS
Flexibility with hours to attend occasional
early morning/evening meetings.
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.
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
EMOTIONAL EFFORT:
Stress of keeping on top of things in an
increasingly busy department.
WORKING CONDITIONS:
Needs to work at a computer for most of the
day.
