Administrative Officer (XN03)

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 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

Experience

Essential

• 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
• 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.
• Previous administrative experience.

Desirable

• Knowledge of the NHS.
• Work experience in a health or social care setting.
• Personal or work experience of working with diversity e.g. disabled people, people from different cultures.
• Competent in using other software (such as Access databases and web authoring software).

Skills & 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.
• Willing to learn new skills.
• Reliable
• Commitment to principles of equality and diversity.
• Commitment to delivering quality services.
• Importance of maintaining confidentiality.
• Honesty and integrity.
• Well organised, able to prioritise and to work on own initiative.
• Able to work effectively as part of a small team.
• Good interpersonal skills and able to relate effectively to a wide range of people.

Qualifications

Essential

• GCSE in English and Maths (or equivalent)
• Willingness to attend relevant training courses

Desirable

• Basic computing qualification

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

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