Job responsibilities
The
post holder will be accountable for the provision of a comprehensive
administration service to the Theatres and Anaesthesia department. This will include activities, for example,
word processing, data entry on Excel, filing, diary management, post
management, etc., but will also include developing, maintaining, and managing
office and information systems. The post holder will play a key role in
preparing agendas, taking, transcribing, and distributing minutes, organising
follow up action and ensuring an effective bring forward/briefing system in
respect of key documentation required.
The
post holder may be responsible for:-
Ensure a full and effective
administrative service is delivered, staff training and allocation of work in
the department and to be able to adapt to the changing demands within the
team.
The monitoring of sickness,
holidays and other leave and return to work interviews following sickness.
Book meetings and appointments in
team members diaries as appropriate
Providing a full administrative
service to the departmental team including filing, updating, and distributing
Healthroster, use Microsoft applications, typing, photocopying, distributing
information and use of internal and external email, recruitment administration,
plus other administrative duties to ensure the smooth running of the
department.
Ensuring the office environments
are kept in a tidy and orderly manner, maintaining the printer and stocking,
and ordering stationary.
Taking notes and drafting
administrative letters as an when necessary
Be aware of and assist with
achieving the service standards, targets, and objectives Departmental,
Trust and National.
Ensuring that processes/procedures
comply with legislative requirements, including Health & Safety, Data
Protection, and confidentiality.
To work autonomously on projects
within the job role seeking guidance as required.
Using and updating databases and
spreadsheets, producing reports and statistics for the team and wider
distribution, on a regular and ad hoc basis eg flexi tracker, rotas.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Undertakes secretarial duties
including filing, note taking, word processing, photocopying, faxing and
dealing with general communications.
Prioritise own workload and work
with minimum supervision.
Through liaison and co-operation
with colleagues/managers, ensure the seamless provision of an effective and
efficient administrative and secretarial service to the senior Management
Team and wider Department.
Assist in recruitment and selection
as appropriate and is involved in the departmental induction and orientation
programme/s.
Assists in the organisation of the
Departments workload.
Provides a comprehensive
administrative and secretarial service to ensure a coordinated and consistent
operational management service.
Maintains appointment diaries for
the senior team and, as necessary, makes appropriate arrangements e.g.
booking rooms for meetings, refreshments, travel, and parking arrangements
etc.
Deals with complex enquiries,
investigating and researching matters, thereby providing appropriate
information/guidance and advice, escalating issues to relevant senior staff.
Liaises with external
contacts/organisations and with internal departments/colleagues to access
appropriate information/advice as required to fulfil the role.
Research, analyses, compiles, and
presents, as required, information/materials involving reference to relevant
documents and utilising appropriate equipment/software packages.
Works in close liaison and support
of other members of the team which may include providing cover for
appropriate colleagues.
Adheres to relevant Statutory
Instruments and Trust Policies and Guidelines e.g. Data Protection, Health
and Safety, Confidentiality and HR Policies and Guidelines.
Attend meetings to take
notes/minutes, prepare an accurate record of the meeting and distribute
agreed minutes/statements as required.
Ensure managers are informed of
relevant day to day issues.
Attend training courses as necessary
to undertake the duties of the post.
Records and monitors annual leave
for the management team, reconciling leave booked with leave taken and
resolving anomalies.
Produces and maintain monthly
attendance records electronically for the management team and for the
salaries and wages department using ESR, rostering or timesheets.
Maintain and upload documents onto
the relevant intranets page and the Trusts careers site.
Arrange training workshops, creating
records on ESR and updating appropriately.
Update the training calendar on the intranet. Prepare training courses material
Recording appraisals
Preparing and providing statistics
to managers and to salaries and wages.
Ensuring correspondence and
administrative tasks are aligned to service needs.
Provide basic first line HR advice
and support to line managers, resolving any resulting queries, referring to
other members of the team as appropriate.
Book meetings and appointments in
the teams diaries as appropriate
Keep the office in a tidy and
orderly manner, maintaining the printer and stocking stationary.
Produce reports when required using
Excel/QlikView/ESR
Taking notes and drafting meeting
outcome letters as an when necessary
To work autonomously on projects
within the job role seeking guidance as required.
Such other duties at a comparable
level of responsibility as may be allocated to the post and post holder.
Maintaining an accurate and
comprehensive confidential filing and retrieval system with appropriate
archiving procedures, in line with Trust and statutory guidelines.
Providing the senior team with an
appropriately high level, comprehensive administrative and secretarial
service.
Effective diary management for the
senior team
Effective bring forward system for
documents/papers.
If appropriate, to manage
administrative staff on a day-to-day basis including, absence
management/return to work interviews and identification of their training
needs.
5.
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 providing a high
standard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focussed
approach to role.
Professional and flexible approach
and attitude.
Understand responsibilities with
regard to confidentiality.
Commitment to personal development
and development of others.
Commitment to being an integral part
of the service team this may be a multi-disciplinary team.
Honesty, integrity and discretion.
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
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.
7. 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.
8. 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 security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system.
9. 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.
10. 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.
Please
see Attached JD for Full details.
