Administrative Co-ordinator

7 months ago


Leeds, United Kingdom Leeds Teaching Hospitals Full time

JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service for the HMDS department. The postholder will be able to work flexibly and be able to adapt to the changing demands within the teams. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times.

**Responsibilities/duties may include**: - maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc. Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information. Produce standard letters to members of staff, following appropriate authorisation from line managers. These may include confirmation of annual leave requests, inviting member of staff to attend attendance management meeting.

Maintain office equipment, reporting faults and escalating problems appropriately Diary management of senior team members. Organising meetings and appointments. This may include booking venues etc. Organisation of conferences, study days and other events locally and nationally as required, which may include: Liaising with local and national speakers.

To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response. Attend meetings, as and when required, taking minutes and appropriate follow up actions. Arranging travel and accommodation for the team as appropriate. This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder.

Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information.


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