Job summary
Join
our Quality team within the Microbiology Department at Leeds Teaching
Hospitals to support the service providing diagnostic services to communities
across Leeds and the wider region, helping to maintain high Quality standards
and accreditation.
This
is an exciting time to join the department as it moves to a purpose built
laboratory at the St James site and embraces new technology to deliver the
best outcomes for patients.
We
are looking for an enthusiastic, motivated and highly capable individual to
take on this role. Experience with a wide range of IT and software packages
is essential. Experience with Quality Management packages would be an
advantage.
On
a personal level you will be enthusiastic, friendly, organised and have good
communication skills. You will need to be highly self motivated and able to
work accurately with attention to detail. You should be able to work well
within a team but also have the initiative to work independently.
Main duties of the job
The
post holder will be part of the admin & clerical team, working
predominantly with the Quality Team and supervised by the Quality Manager.
On
a day to day basis the successful applicant will be responsible for the
maintenance of the laboratory Quality Management system. This involves
document control, approval and distribution alongside management of records
used in the laboratory. There are also opportunities for the post holder to
be involved in auditing and quality improvement projects, leading on these independently.
The
post holder will also provide secretarial support to management meetings,
producing agendas and minutes, so attention to detail and background in
medical terminology are an advantage.
The
post holder will also support the wider admin and clerical team, dealing with
telephone enquiries and supporting front of house reception.
About us
At
The Leeds Teaching Hospital NHS Trust (LTHT) we have a large and diverse
patient population, treating around 1.7 million patients each year.
The
Microbiology Department at Leeds holds UKAS accreditation and has a strong
culture of Quality to deliver diagnostic services to patients.
At
LTHT we offer
27 days annual leave plus bank
holidays and the option to buy additional days (after 12 months service)
Optional defined benefit pension,
with generous employer contribution
Opportunity for paid study leave
Supportive benefits throughout
changing life circumstances, including up to 1-year parental leave (subject
to service), onsite nurseries, and flexible options for carers
Access to health and wellbeing
resources and retail discount
We
welcome applications from candidates who have the relevant skills and
experience to succeed.
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.
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.
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.
Person Specification
Other Criteria
Essential
- Good written and verbal communication skills.
- Good command of spoken and written English.
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.
Qualifications
Essential
- GCSE in English and Maths or Equivalent
Desirable
- Basic computer/typing qualifications
Experience
Essential
- Previous administrative/clerical experience.
- Experience using Microsoft Office packages
Desirable
- Experience of working within a pathology laboratory setting
- Experience working in Quality Management
Person Specification
Other Criteria
Essential
- Good written and verbal communication skills.
- Good command of spoken and written English.
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.
Qualifications
Essential
- GCSE in English and Maths or Equivalent
Desirable
- Basic computer/typing qualifications
Experience
Essential
- Previous administrative/clerical experience.
- Experience using Microsoft Office packages
Desirable
- Experience of working within a pathology laboratory setting
- Experience working in Quality Management
