Go back

Admin Officer

Leeds Teaching Hospitals

The closing date is 01 May 2025

Apply for this job

Job summary

Expected Shortlisting Date

23/04/2025

Planned Interview Date

30/04/2025

We have an exciting opportunity for a full-time Administration Officer within the Rheumatology Service based out of Chapel Allerton Hospital

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Rheumatology Department. The post holder will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department. The role will demand a lot of flexibility but will offer an excellent grounding in many of the processes that run within a large outpatient department.

Main duties of the job

The main duties of the role is 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. The role will also cover validation of waiting lists, support for MDT meetings as well as helping to manage the Rheumatology patient advice line service.

About us

The Rheumatology service is a fast paced department with consultants and nurses working closely with the admin team to deliver the best possible care for the large number of patients under their care. The department places a great focus on service improvement and we are looking for somebody who is ready to support those changes and develop their role within the team.

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.

Date posted

10 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-CAH-089

Job locations

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA

Job description

Job responsibilities

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 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.

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

Emotional Effort:

Stress of keeping on top of things in an increasingly busy department.