Administrative Co-ordinator (XN03)

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

To provide a comprehensive administrative/secretarial service for the HMDS department. The postholder will be able to work flexibly and be able to adapt to the changing demands within the teams. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times.

The post holder will also be required to support section leads with the ordering and maintaining of stock that is required in the laboratory.

. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Providing a full secretarial and administrative service to the departmental team including filing, typing, photocopying, faxing, distributing information and use of internal and external email, recruitment administration, plus other administrative duties to ensure the smooth running of the department.

Organising and prioritising workload based on the needs of the service.

Setting up, maintaining and monitoring of office systems and processes, liaising with other members of the team as appropriate. Responsibilities/duties may include:- maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc.

Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information.

Produce standard letters to members of staff, following appropriate authorisation from line managers. These may include confirmation of annual leave requests, inviting member of staff to attend attendance management meeting.

Maintain office equipment, reporting faults and escalating problems appropriately

Diary management of senior team members.

Organising meetings and appointments. This may include booking venues etc.

Organisation of conferences, study days and other events locally and nationally as required, which may include:

Liaising with local and national speakers.

Booking venues and equipment.

Placing advertisements

Maintaining relevant databases eg. attendees; costs.

Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner.

To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response.

Attend meetings, as and when required, taking minutes and appropriate follow up actions.

Arranging travel and accommodation for the team as appropriate.

This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder. Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information.

. 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 delivering a high quality secretarial and administrative service to support the work of the team/department.

A positive and professional attitude with a willingness to help colleagues.

Self motivated and the ability to be flexible with regard to working practices, workload and working hours.

Willing to promote and embrace evidence based change.

Continually maintaining and improving the quality of service.

Commitment to working in a team situation.

Commitment to encouraging a positive working environment.

Commitment to own development.

Person Specification

Skills & behaviours

Essential

• Ability to prioritise, plan and organise own workload
• Ability to use and act on own initiative
• Ability to work as part of a team and adapt to the requirements of team members
• Demonstration of enthusiasm for the post
• Understanding of the need for confidentiality and discretion
• Flexible approach to working practices in line with departmental/service needs.
• Applicants will have excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines.
• Provide a confidential, efficient and accurate administrative service.
• Compassion for patients and their carers.
• Ability to act professionally at all times.
• To escalate issues that the postholder is unable to solve, to the appropriate senior member of staff.

Desirable

• Proficiency in the use of Microsoft Office or equivalent.
• Applicants will be required to demonstrate interpersonal skills with the ability to communicate clearly and effectively at all levels.
• Diary management
• Proficiency in use of PowerPoint
• Experience of using spread sheets or databases
• Applicants will be required to demonstrate the ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems
• Ensure work is completed and targets met within agreed timescales and in line with the Trusts policies and procedures.
• Able to fulfil Occupational Health requirements

Experience

Essential

• Applicants will be required to demonstrate previous experience in dealing with the general public and liaison with healthcare professionals.
• Applicants will have experience of using IT applications in a Windows based environment and email.
• Respect patient confidentiality and have an understanding of the Data Protection Act.

Desirable

• Understanding of the NHS and the organisation

Qualifications

Essential

• Applicants will be educated to GCSE standard (or equivalent) English language grade C or above.
• Willingness to undergo all training requirements necessary for the post

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)