Job summary
Working
as part of the Business Support Team within Medicines Management &
Pharmacy Services (MMPS), the Administrative Co-ordinator will play a key
role in supporting the effective delivery of services through the provision
of high-quality administrative and organisational support.
The
postholder will provide dedicated support to the Senior Leadership Team,
including diary management, coordination of meetings, and secretarial
services, alongside supporting data collection and reporting for service
improvement projects. The role requires confident use of Microsoft Word,
Excel and PowerPoint to develop and communicate information to a range of
stakeholders.
In
addition, the postholder will develop, maintain, and manage office and
information systems that support the wider CSU, while providing day-to-day
supervision and coordination of the secretarial team.
Main duties of the job
The
main duties of the role include, but are not limited to:
Producing and maintaining
out-of-hours rosters for the CSU, ensuring a high level of accuracy and
attention to detail.
Analysing and collating workforce
data to produce reports supporting service performance dashboards.
Confidently using digital systems,
including Health Roster, to accurately record and maintain staff working
patterns.
Providing flexible administrative
support across the team, including supporting secretaries and Personal
Assistants as required.
Supervising secretarial and
clerical staff on a day-to-day basis, supporting development and identifying
training needs.
Undertaking a range of
administrative duties including electronic filing, document management, mail
handling, diary coordination and meeting arrangements.
Attending meetings to take accurate
minutes, preparing formal records and distributing agreed documentation in a
timely manner.
Managing complex enquiries by
researching issues and providing appropriate information, guidance, and
advice, escalating where necessary.
Exercising initiative and judgement
to resolve queries and provide effective administrative solutions for
stakeholders.
Liaising with internal colleagues
and departments to obtain information and support effective service delivery.
About us
The
Leeds Teaching Hospitals is one of the biggest NHS Trusts in the country,
offering a range of both general and specialist hospital services with
excellent clinical outcomes for patients. We have an international reputation
for excellence in specialist care, research and academic training.
Our
vision as a Trust is to be the best for specialist and integrated care. This
is underpinned by our values - The Leeds Way. The Leeds Way defines who we
are, what we believe and how we will work together to deliver the best
outcomes for our patients.
MMPS
is nationally recognised as an exemplar service. The CSU responsibilities span the provision
and use of medicines across all patient pathways. We offer a range of diverse opportunities
to all our staff - https://youtu.be/yxygQFQZcr0.
Our
vision is Making it easy for people to get the most from their medicines
and we are continually innovating to improve our services for patients and
staff.
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.
Job description
Job responsibilities
Working with high levels of
accuracy for tasks such as checking documents and recording numerical and
alphabetical information.
Identify problems and areas for
improvement and offer solutions.
If appropriate, to supervise
secretarial and clerical staff on a day-to-day basis and identify any
training needs.
Supporting staff and develop new
team members.
Use own initiative and judgement
where appropriate, providing outcomes and solutions for stakeholders.
Researches, analyses, compiles and
presents, as required, information/materials involving reference to relevant
documents and utilising appropriate equipment/software packages.
Deals with complex enquiries,
investigating and researching matters thereby providing appropriate
information/guidance and advice, escalating issues to relevant senior staff.
Liaises with internal colleagues to
access appropriate information/advice as required to fulfil the role.
Work on your own, manage your own
workload and use your initiative to adhere to timescales and deadlines.
Ability and experience to carry out
administrative duties such as electronic filing, photocopying, mail handling,
diary management and arranging meetings.
Attend meetings to take
notes/minutes, prepare an accurate record of the meeting and distribute
agreed minutes/statements as required.
Ability to analyse and collate data
and use it to produce reports.
Work flexibly and work at different
locations depending on service demand, regular support to the prescription
management team to ensure timely service for patients.
Willing to actively participate in
training and development activities to ensure up to date knowledge, skills
and continuous professional development.
To work autonomously on projects
within the job role seeking guidance as required.
Job description
Job responsibilities
Working with high levels of
accuracy for tasks such as checking documents and recording numerical and
alphabetical information.
Identify problems and areas for
improvement and offer solutions.
If appropriate, to supervise
secretarial and clerical staff on a day-to-day basis and identify any
training needs.
Supporting staff and develop new
team members.
Use own initiative and judgement
where appropriate, providing outcomes and solutions for stakeholders.
Researches, analyses, compiles and
presents, as required, information/materials involving reference to relevant
documents and utilising appropriate equipment/software packages.
Deals with complex enquiries,
investigating and researching matters thereby providing appropriate
information/guidance and advice, escalating issues to relevant senior staff.
Liaises with internal colleagues to
access appropriate information/advice as required to fulfil the role.
Work on your own, manage your own
workload and use your initiative to adhere to timescales and deadlines.
Ability and experience to carry out
administrative duties such as electronic filing, photocopying, mail handling,
diary management and arranging meetings.
Attend meetings to take
notes/minutes, prepare an accurate record of the meeting and distribute
agreed minutes/statements as required.
Ability to analyse and collate data
and use it to produce reports.
Work flexibly and work at different
locations depending on service demand, regular support to the prescription
management team to ensure timely service for patients.
Willing to actively participate in
training and development activities to ensure up to date knowledge, skills
and continuous professional development.
To work autonomously on projects
within the job role seeking guidance as required.
Person Specification
Other Criteria
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Prioritise own workload and, where appropriate, that of the team.
- Able to effectively manage a variety of tasks with possibly competing deadlines.
- An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
- An ability to accurately transcribe complicated/complex notes and type complicated/complex information while subject to frequent interruptions.
- Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, An ability to exercise judgement when deal
- To have an adaptable and flexible approach to working hours and practices.
- Must be tactful and diplomatic.
- Appropriate typing/IT qualification or equivalent. To support and sustain the departments practice with efficient administrative protocols, processes and procedures, in line with service needs.
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary), including clearance on blood borne viruses in compliance with Trust Policy
Experience
Essential
- Previous experience in administration/secretarial/personal assistant capacity.
- A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train colleagues where appropriate.
- Interpretation and analysis of reports, databases and spread-sheet information.
- Comprehensive experience of using a variety of information systems, software applications and Microsoft Office applications.
- Working in a customer focussed environment.
- Clear knowledge/understanding of terminology applicable to the service area.
- Aware of the Data Protection Act and Confidentiality in relation to the role
- An ability to effectively implement and ensure adherence to the trusts policies and procedures associated with the role and the service.
Desirable
- Previous working experience in a health care environment
- Customer service skills
- An understanding of Service/Departmental, Trust and National standards/targets that impact on the service area.
- Previous line management experience.
Qualifications
Essential
- GCSE (or equivalent) English Language grade C or above
- A willingness to undergo training and new skills
Skills & Behaviours
Essential
- Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service.
- Communicate sensitively and effectively.
- Respect the privacy, dignity, religious and cultural beliefs of others.
- Have the ability to assess and resolve problems within the remit of the role.
- Able to adapt , implement and review changes within the working practices/processes of the team.
- Flexibility in approach to working hours and working practices.
- Ability to prioritise and manage a variety of tasks and deadlines, achieving required deadlines.
- Effective communication skills, verbal and written.
- Understand and adhere to Departmental/Service, Trust and NHS processes and protocols. Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and
- Demonstrate a commitment to team working, departmental and multi-disciplinary team.
- Demonstrate integrity and respect confidentiality.
Desirable
- Understand and adhere to Departmental/Service, Trust and NHS processes and protocols.
Person Specification
Other Criteria
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Prioritise own workload and, where appropriate, that of the team.
- Able to effectively manage a variety of tasks with possibly competing deadlines.
- An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
- An ability to accurately transcribe complicated/complex notes and type complicated/complex information while subject to frequent interruptions.
- Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, An ability to exercise judgement when deal
- To have an adaptable and flexible approach to working hours and practices.
- Must be tactful and diplomatic.
- Appropriate typing/IT qualification or equivalent. To support and sustain the departments practice with efficient administrative protocols, processes and procedures, in line with service needs.
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary), including clearance on blood borne viruses in compliance with Trust Policy
Experience
Essential
- Previous experience in administration/secretarial/personal assistant capacity.
- A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train colleagues where appropriate.
- Interpretation and analysis of reports, databases and spread-sheet information.
- Comprehensive experience of using a variety of information systems, software applications and Microsoft Office applications.
- Working in a customer focussed environment.
- Clear knowledge/understanding of terminology applicable to the service area.
- Aware of the Data Protection Act and Confidentiality in relation to the role
- An ability to effectively implement and ensure adherence to the trusts policies and procedures associated with the role and the service.
Desirable
- Previous working experience in a health care environment
- Customer service skills
- An understanding of Service/Departmental, Trust and National standards/targets that impact on the service area.
- Previous line management experience.
Qualifications
Essential
- GCSE (or equivalent) English Language grade C or above
- A willingness to undergo training and new skills
Skills & Behaviours
Essential
- Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service.
- Communicate sensitively and effectively.
- Respect the privacy, dignity, religious and cultural beliefs of others.
- Have the ability to assess and resolve problems within the remit of the role.
- Able to adapt , implement and review changes within the working practices/processes of the team.
- Flexibility in approach to working hours and working practices.
- Ability to prioritise and manage a variety of tasks and deadlines, achieving required deadlines.
- Effective communication skills, verbal and written.
- Understand and adhere to Departmental/Service, Trust and NHS processes and protocols. Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and
- Demonstrate a commitment to team working, departmental and multi-disciplinary team.
- Demonstrate integrity and respect confidentiality.
Desirable
- Understand and adhere to Departmental/Service, Trust and NHS processes and protocols.
