Leeds Teaching Hospitals

Administrative Officer (XN03)

The closing date is 31 July 2025

Job summary

Do you want to make a difference at work? Are you a team-player? Do you have an organised mind & good attention to detail? Are you happy working in a fast-paced environment? Are you a hard working, honest person? Then we want you! What will you gain?

Under the direction of one of the Supervisor, you will be responsible for the provision of a service to LTHT and satellites.. Based out of our Facility at Dolly Lane, this is a busy area of Supplies so you will need to be organised and show strong confident communication skills when working with end users especially when urgent orders are needed. You need to be physically fit, this job can involve manual handling, pushing and pulling. You need to be adaptable to change, sometimes at short notice .Responsible for the provision of a Materials Management service to a designated number of sites. Initiating and prioritising the audit and review of serviced sites. Ensures stock is maintained at the appropriate levels using hand held data capture devices. Distribution of goods as required to each location and filing, so excellent attention to detail and organisational skills are required. As part of our department resilience initiative, the post-holder would also be willing to undertake full training to become a Class 2 qualified driver (funded by the Trust).

Expected Shortlisting Date

31/07/2025

Planned Interview Date

12/08/2025

Main duties of the job

Receiving orders from colleagues at LTHT, LYPFT & LCH. This is part of our receipt & distribution warehousing team, though in reality you will be part of a much bigger team across the Supplies & Procurement as a whole. There are many opportunities and pathways for career progression and plenty of training courses offered. This role is operational, so on site 5 day a week (Mon-Friday), there is no availability for hybrid working, so if you're looking to leave your laptop on the sofa and be hands-on, in a busy environment, then this is for you!

Main duties include:

Ensuring accurate record keeping of all stock movements

Placing orders via the SupplyX system

Carrying out regular stock counts

Receiving & replying to email requests from end users in a professional manner

working Monday to Friday 37.5 hours per week between the hours of 7am 5pm (TBC)

About us

The Supplies department has different areas throughout the Trust and the main aspect of this team is to provide stock items to wards/clinical areas. This is one of the more manual roles within Supplies. We pride ourselves on being a diverse and inclusive team. Due to the operational aspect of this role, flexible working/working from home would not be an option. At every step of the process, our priority is always our end user (the Patient) although this job can be physically challenging, it offers a great sense of job-satisfaction and our team members are proud to work for Leeds Teaching Hospitals. This is an inclusive and social working environment, so good people skills are a must. You will be shown all areas of Procurement & Supplies, this could be the beginning of an exciting new career!

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 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-FIN-0144

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

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.

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 principles of equality and diversity.

Commitment to delivering quality services.

Importance of maintaining confidentiality.

Honesty and integrity.