Administrative Officer (XN03)

Job description

Job responsibilities

As an Administration Officer within the North East & Yorkshire Pharmaceutical Purchasing Consortium (NEYPPC), you will play a vital role in ensuring the efficient operation of the team by providing high-quality administrative support. Your responsibilities will include, but are not limited to:

Administrative and Clerical Support

Providing comprehensive clerical support to the department, including organising, sorting, and maintaining records (both electronic and paper-based), ensuring all documents are accurately filed and easily accessible.

Managing the regional team mailbox, handling incoming and outgoing correspondence, and ensuring that all enquiries are directed to the appropriate team member in a timely manner.

Carrying out general office duties such as photocopying, scanning, printing, and distributing information via post or email.

Drafting and formatting professional correspondence, reports, and documents, ensuring accuracy and adherence to organisational standards.

Supporting categories during pre and post tender with administration tasks such as uploading and downloading documents and coordinating clarification questions

Providing administrative support throughout the pre- and post-tender process across various procurement categories. This includes tasks such as uploading and downloading tender documents onto procurement portals, ensuring accuracy and compliance with submission requirements.

Coordinating and managing clarification questions. This involves tracking queries, liaising with the tender lead to obtain responses, and ensuring timely and consistent communication throughout the tender process.

Assisting in the organisation and maintenance of tender documentation, ensuring all relevant files are correctly stored, version-controlled, and accessible to the team as needed.

Communication and Stakeholder Engagement

Handling communications and ad hoc enquiries from internal staff, service users, members of the public, and a broad range of external organisations and professionals.

Receiving and relaying messages, providing straightforward guidance, or escalating queries to the appropriate team member within NEYPPC or the wider Trust where necessary.

Acting as the first point of contact for administrative queries, offering clear and concise information where possible.

Meeting and Event Coordination

Providing full administrative support for meetings, including:

o Organising and scheduling meetings while ensuring availability of rooms, facilities, and necessary resources.

o Arranging access requirements, including interpreters for sign language and non-English-speaking attendees, as needed.

o Coordinating travel arrangements.

o Circulating meeting invitations, agendas, and pre-read materials in advance.

Attending all NEYPPC meetings as required, which may involve:

o Welcoming participants and ensuring they have the necessary information.

o Compiling and distributing agenda(s)

o Ensure conflicts of interest are declared

o Arranging refreshments where necessary.

o Taking accurate minutes and circulating them for approval and distribution.

Database and Records Management

Maintaining and updating mailing lists, distribution lists, and contact databases for Trust staff, advisory group members, voluntary organisations, and other stakeholders.

Organising electronic or paper-based mail-outs to key groups, ensuring accuracy and timely distribution.

Using relevant databases and systems to record, track, and retrieve information, generating reports as required.

Diary and Scheduling Support

Managing appointments and scheduling meetings on behalf of the Associate Director of Procurement and the Senior Management Team, ensuring efficient diary coordination.

Liaising with key personnel to arrange meetings, site visits, and project-related engagements.

Human Resources and Team Support

Monitoring and maintaining records of staff leave, absences, and mandatory training compliance.

Overseeing and managing the teams rota within Health Roster, ensuring all queries are resolved efficiently.

Processing departmental requisitions and liaising with procurement colleagues as necessary.

Compliance and Policy Adherence

Ensuring all administrative processes comply with relevant Statutory Instruments, Trust policies, and guidelines, including but not limited to Data Protection, Health and Safety, Confidentiality, and HR policies.

Maintaining an awareness of governance and compliance requirements within the NEYPPC Regional Team and supporting adherence to these standards.

Website and Information Management

Updating and maintaining the departments website, ensuring relevant and up-to-date information is available to staff and stakeholders.

Contributing to the development and distribution of information materials, ensuring consistency in branding and communication.

Other Duties

Assisting with any additional administrative tasks that align with the roles scope, ensuring the smooth operation of the service.

Providing flexibility and support in response to changing departmental needs.

This role requires strong organisational skills, attention to detail, and the ability to manage multiple tasks simultaneously while working proactively within a dynamic team environment.

Person Specification

Skills & Behaviours

Essential

• How do you maintain accuracy and attention to detail when working at speed?
• Describe your experience of providing administrative support to senior managers or directors.
• Describe a situation where you contributed positively to a team objective.

Qualifications

Essential

• GCSE (or equivalent) in English and Maths.

Desirable

• Qualification in business administration, or related field.

Experience

Essential

• Describe your experience of carrying out data entry tasks. What systems have you used and how did you ensure accuracy?
• Explain how you have supported meetings, including arranging agendas, preparing papers and taking minutes.
• How have you managed differing priorities or expectations from multiple stakeholders?
• How do you maintain effective communication when working with people who are not based in the same office?

Desirable

• Provide an example of how you have used Excel to organise or analyse data. What functions or tools were involved?
• Provide an example of a time when your knowledge of Microsoft Office helped you complete a task more efficiently.

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

Leeds Teaching Hospital

125 Moor Road

Hunslet

Leeds

LS10 2JQ

Employer's website

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