Leeds Teaching Hospitals

Administrative Officer (XN03)

This job is now closed

Job summary

An opportunity has arisen for an enthusiastic and motivated individual to become a valued member of our A&C team in the Department of Cellular Pathology. This is a full time, permanent post (part-time may be considered).

The postholder will provide a comprehensive administrative/secretarial service to support the department.

You must be able to work flexibly and be able to adapt to the changing demands within the team, and communicate sensitively and effectively with a wide range of people.

You will require strong IT skills together with highly developed interpersonal, excellent organisation skills and the ability to deal with a number of sensitive issues in a confidential manner.

Experience of providing administrative support in a healthcare setting would be advantageous. A well developed understanding of office based procedures/systems is essential.

Primarily based in the Bexley Wing at St Jamess Hospital there may be a requirement for cross site cover to meet service demands.

Main duties of the job

The post holder will be responsible for the provision of an administrative and clerical support service to the Cellular Pathology Department.

They will also be responsible for inputting data onto departmental IT systems and producing reports as required.

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.

Duties may include data input, filing, photocopying, assisting with MDT preparation, distributing information, use of internal and external email, responding to written/telephone enquiries appropriately to ensure necessary action/response plus other administrative/clerical duties to ensure the smooth running of the department.

The post holder must be able to communicate sensitively and effectively with a wide range of people including colleagues, medical staff and the wider multi-disciplinary team understanding the imperative need for confidentiality and discretion.

About us

The department provides Histopathology, Andrology, Immunohistochemistry, Muscle, Molecular, Non Gynae Cytology and mortuary services for Leeds Teaching Hospitals Trust and surrounding primary care centres. We are a well equipped and innovative department being the first laboratory in the UK digitally scanning 100% of surgical slides, also introducing the UK's first automated tissue sectioners. We process circa 58,000 surgical cases, 1,200 autopsy cases and 6000 non-gynaecological cytology cases per annum. We are a continually improving department, striving for high quality staff and processes. As a training hospital we serve to expand the knowledge and skills of all staff. There are plenty of opportunities to become involved, and further development is encouraged. We have UKAS accreditation to ISO15189 standards. We endeavour to follow 'The Leeds Way' at all times putting the patient first at all times.

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

08 August 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

C9298-PATH-205

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

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.

This list of duties/responsibilities is not exhaustive.

SPECIAL WORKING CONDITIONS

i) 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.

ii) 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

iii) EMOTIONAL EFFORT:

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

iv) WORKING CONDITIONS:

Needs to work at a computer for most of the day.