Administration Co-Ordinator (XN04)

Job description

Job responsibilities

The post holder will be accountable for the provision of a comprehensive administration/secretarial service to the Older Peoples Medicine Team. This will include secretarial activities for example word processing, filing, diary management, post management, etc., but will also include developing, maintaining, and managing office and information systems. The post holder will play a key role in preparing agendas, taking, transcribing, and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required.

The post holder may be responsible for:-

The day-to-day management of the administrative assistant(s) and provide training to ensure a full and effective administrative service is delivered. Where necessary the post holder will take responsibility for the recruitment and selection administration process, induction and orientation programmes, initiating initial grievance and disciplinary procedures, staff training and allocation of work in the department including reviewing work performance.

The appraisals for the allocated team members

The monitoring of sickness, holidays and other leave and return to work interviews following sickness.

Undertakes secretarial duties including filing, note taking, word processing, photocopying, faxing and dealing with general communications.

Prioritise own workload and work with minimum supervision.

Through liaison and co-operation with colleagues/managers, ensure the seamless provision of an effective and efficient administrative and secretarial service to the senior Management Team and wider Department

Assist in recruitment and selection as appropriate and is involved in the departmental induction and orientation programme/s.

Assists in the organisation of the Departments workload.

Provides a comprehensive administrative and secretarial service to ensure a coordinated and consistent operational management service.

Maintains appointment diaries for the senior team and, as necessary, makes appropriate arrangements e.g. booking rooms for meetings, refreshments, travel and parking arrangements etc.

Deals with complex enquiries, investigating and researching matters, thereby providing appropriate information/guidance and advice, escalating issues to relevant senior staff.

Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role.

Researches, analyses, compiles and presents, as required, information/materials involving reference to relevant documents and utilising appropriate equipment/software packages.

Works in close liaison and support of other members of the team which may include providing cover for appropriate colleagues.

Adheres to relevant Statutory Instruments and Trust Policies and Guidelines e.g. Data Protection, Health and Safety, Confidentiality and HR Policies and Guidelines.

Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required.

Ensure managers are informed of relevant day to day issues.

Attend training courses as necessary to undertake the duties of the post.

Records and monitors annual leave for the management team, reconciling leave booked with leave taken and resolving anomalies.

Produces and maintain monthly attendance records electronically for the management team and for the salaries and wages department using ESR, rostering or timesheets

Maintain and upload documents onto the relevant intranets page and the Trusts careers site.

Arrange training workshops, creating records on ESR and updating appropriately. Update the training calendar on the intranet. Prepare training courses material

Recording appraisals

Preparing and providing statistics to managers and to salaries and wages.

Ensuring correspondence and administrative tasks are aligned to service needs.

Provide basic first line HR advice and support to line managers, resolving any resulting queries, referring to other members of the team as appropriate

Book meetings and appointments in the DBST teams diaries as appropriate

Keep the office in a tidy and orderly manner, maintaining the printer and stocking stationary

Produce reports when required using Excel/QlikView/ESR

Taking notes and drafting meeting outcome letters as an when necessary

To work autonomously on projects within the job role seeking guidance as required.

Such other duties at a comparable level of responsibility as may be allocated to the post and post holder.

Maintaining an accurate and comprehensive confidential filing and retrieval system with appropriate archiving procedures, in line with Trust and statutory guidelines.

Providing the senior team with an appropriately high level, comprehensive administrative and secretarial service.

Effective diary management for the senior team

Effective bring forward system for documents/papers.

If appropriate, to manage administrative staff on a day to day basis including, absence management/return to work interviews and identification of their training needs.

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 providing a high standard of efficient office practice ensuring a quality service is provided.

Demonstrate a customer focussed approach to role.

Professional and flexible approach and attitude.

Understand responsibilities with regard to confidentiality.

Commitment to personal development and development of others.

Commitment to being an integral part of the service team this may be a multi-disciplinary team.

Honesty, integrity and discretion.

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.

There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with the line manager.

Person Specification

Experience

Essential

• Previous experience in administration/secretarial/personal assistant capacity in a large and complex organisation.
• 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.
• Well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.
• An understanding of Service/Departmental, Trust and National standards/targets that impact on the service area.
• The post holder should be aware of the Trusts HR Policies and Procedures
• Clear knowledge/understanding of terminology applicable to the service area.
• An understanding and appreciation of complimentary service areas/functions.
• Well-developed knowledge and experience of using information systems, software applications and office equipment.
• Aware of the Data Protection Act and Confidentiality in relation to the role
• Have achieved a good standard of general education with qualifications and experience pertinent to the role.
• An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
• An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients and their families.
• Appreciation of clinical/operational areas that the service area interacts with.
• An understanding of the relationship and impact on the service of a range of IT applications.

Desirable

• Previous working experience in a health care environment Customer service skills Previous knowledge of electronic HR or rostering systems
• Previous managerial/supervisory experience

Qualifications

Essential

• Qualified to RSA3 typing/word processing or equivalent
• Excellent typing skills
• GCSE (or equivalent) English Language Grade C or above
• A willingness to undergo training and new skills

Desirable

• Shorthand/Audio European Computer Driving Licence (ECDL)
• A willingness to attend managerial/supervisory courses, e.g. instruction on interview procedures, managing yourself and others

Skills & behaviours

Essential

• Professional attitude to work Polite and helpful customer service skills Caring and understanding Common sense and initiative Ability to prioritise and organise workload Ability to manage several diar
• Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service, Trust and/or external bodies.
• Communicate sensitively and effectively
• Have the ability to assess and resolve problems within the remit of the role.
• Able to adapt to new working practices/processes
• Able to implement and review changes within the working practices/processes of the team.
• Flexibility in approach to working hours and working practices.
• Able to prioritise workload individual and that of the team, if appropriate.
• Ability to manage a variety of tasks and deadlines, achieving required deadlines.
• 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 systems
• Demonstrate a commitment to team working, departmental and multi-disciplinary team.
• Demonstrate integrity and respect confidentiality.
• Excellent organisational skills with the ability to work both independently and as part of a team
• An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.

Desirable

• Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues and ot
• An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
• To have an adaptable and flexible approach to working hours and practices.
• 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)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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)