Administrative Officer (XN03)

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

To provide administrative and clerical support to Microbiology Department/Services.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Microbiology 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.

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

Person Specification

Skills and 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.
• Knowledge of databases and how to generate reports.
• Competent in word processing, spreadsheet packages and in using databases.

Other Criteria

Essential

• Good command of spoken and written English.
• Numerate

Experience

Essential

• Previous administrative/clerical experience.

Desirable

• Work experience within a health or social care setting

Qualifications

Essential

• GCSE in English and Maths or Equivalent

Desirable

• Basic computer/typing qualifications

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

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