Job responsibilities
JOB
DETAILS
Job
Title: Quality Administrative
Officer
Reports
to: Business Manager/Office
Manager
Accountable
to: Business Manager/Office Manager
Band:
Band 3
Unit/Department:
Blood Bank
Directorate/CSU:
Pathology
Location
:
AfC
Job No:
JOB
PURPOSE
To
provide administrative and clerical support to Blood Bank
Department/Services.
JOB
DIMENSIONS
The
postholder will be responsible for the provision of a full and effective
administrative and clerical support service to the Blood Sciences
Department/Service. He/she will also be responsible for inputting data onto
the departmental database system and producing reports as required. The
postholder 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.
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
Essential
Previous
clerical/administrative experience.
GCSE
in English and Maths or equivalent
Must
be willing to attend relevant training courses.
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.
Numerate
Able
to use own initiative.
Desirable
Work
experience in a health or social care setting.
Knowledge
of NHS
Personal
or work experience of working with diversity e.g. disabled people, people
from different cultures.
The
ability to communicate in an ethnic minority language and/or in British Sign
Language would be a bonus.
Competent
in using other software (such as Access databases and web authoring
software).
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)
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
CORE
BEHAVIOURS AND SKILLS
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
CORE
KNOWLEDGE AND UNDERSTANDING
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.
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.
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 safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
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.
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.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
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.
Respect
for Patient Confidentiality
The
jobholder should respect patient confidentiality at all times and not divulge
patient information unless sanctioned by the requirements of the role.
COMMUNICATION
& WORKING RELATIONSHIPS
The
postholder 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 page
inputting
information onto a database
concentration
when typing complicated documents
organising
and prioritising work and progress chasing
planning
and thinking ahead to ensure effective support to manager
