Leeds Teaching Hospitals

Administrative Officer (XN03)

The closing date is 03 August 2025

Job summary

Expected Shortlisting Date

04/08/2025

Planned Interview Date

07/08/2025

Do you have excellent communication and interpersonal skills? Do you enjoy working in a busy environment and working to deadlines? Do you have experience with computers and an admin background?

We are looking for a self-motivated, enthusiastic individual to join our Residences Team within the Estates & Facilities Division.

Our Residences team provide a vital service to our Trust, providing accommodation for our staff when they need it most.

As part of the team, youll help to coordinate rentals and manage properties, playing a crucial part in keeping our staff accommodation in great condition. So, youll be out and about, speaking to people, as well as fulfilling administrative duties in the office with the team.

This is an important support service, which helps staff and families across the Trust feel at home, when they need somewhere to stay.

This post is full time (37.5 hrs per week) 8am 4pm Monday to Friday.

Main duties of the job

The role requires liaising with a wide range of people across LTHT and beyond and therefore excellent communication and interpersonal stills are essential.

This is a very busy and demanding service and the successful candidate will be required to use their initiative to prioritise work and meet deadlines.

There is also a requirement to move between sites in addition to responding to daily requests from tenants in our accommodation, therefore you will be required to be mobile and on your feet for some of your day.

Informal enquiries to gilian.wiggins@nhs.net

Shortlisted candidates will be invited to attend an assessment centre with interviews for those who are successful at this, scheduled for 7th & 8th August 25

About us

Leeds Teaching Hospitals is one of the largest employers in Leeds, employing over 20,000 staff and providing care to 1.6 million patients every year. The Estates and Facilities team keep the Trust's sites running and manage one of the largest estate portfolios across the NHS. With over 2,300 staff, we provide a range of Estates & Facilities management services and ensure our buildings and environments are fit for purpose, clean and safe.

Whether we're cleaning wards, maintaining buildings, monitoring environmental impact, providing staff childcare, delivering hot meals to patients, or patrolling our sites, we support the delivery of patient care. Guided by our Leeds Way Values, we are committed to creating the best place to work and being the employer of choice for estates and facilities in the region.

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.

Details

Date posted

14 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Subject to Pay Award

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-EST-339

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Job description

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.

Job description

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.

Person Specification

Skills & Behaviours

Essential

  • 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
  • Importance of maintaining confidentiality.
  • Honestly and integrity

Desirable

  • Multi-lingual and/or in British Sign Language would be a bonus

Qualifications

Essential

  • GCSE in English and Maths or equivalent
  • Must be willing to attend relevant training courses

Desirable

  • Basic computer/typing qualifications

Experience

Essential

  • Knowledge of a wide range of administrative procedures including finance
  • Understanding of working in a complex organisation
  • Knowledge of databases and how to generate reports
  • A good awareness of and understanding of issues surrounding diversity and patient involvement
  • Competent in word processing, spreadsheet packages and in using databases
  • Good written and verbal communication skills
  • Good command of spoken and written English
  • Previous administrative/clerical experience

Desirable

  • Knowledge of the NHS
  • Work experience in a health or social care setting
  • Personal or work experience of working with diversity eg disables people, people from different cultures
  • Competent in using other software (such as Access databases and web authoring software

Additional Requirements

Essential

  • Competent in word processing
  • Competent in using excel
  • Must be willing to work within the Trust's policies eg confidentiality, data protection, health & safety etc
Person Specification

Skills & Behaviours

Essential

  • 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
  • Importance of maintaining confidentiality.
  • Honestly and integrity

Desirable

  • Multi-lingual and/or in British Sign Language would be a bonus

Qualifications

Essential

  • GCSE in English and Maths or equivalent
  • Must be willing to attend relevant training courses

Desirable

  • Basic computer/typing qualifications

Experience

Essential

  • Knowledge of a wide range of administrative procedures including finance
  • Understanding of working in a complex organisation
  • Knowledge of databases and how to generate reports
  • A good awareness of and understanding of issues surrounding diversity and patient involvement
  • Competent in word processing, spreadsheet packages and in using databases
  • Good written and verbal communication skills
  • Good command of spoken and written English
  • Previous administrative/clerical experience

Desirable

  • Knowledge of the NHS
  • Work experience in a health or social care setting
  • Personal or work experience of working with diversity eg disables people, people from different cultures
  • Competent in using other software (such as Access databases and web authoring software

Additional Requirements

Essential

  • Competent in word processing
  • Competent in using excel
  • Must be willing to work within the Trust's policies eg confidentiality, data protection, health & safety etc

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)


Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)


Employer contact details

For questions about the job, contact:

Residences Manager

Gillian Wiggins

gillian.wiggins@nhs.net

Details

Date posted

14 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Subject to Pay Award

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-EST-339

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Supporting documents

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