Administrative Assistant

2 days ago

Leeds, Leeds, United Kingdom Leeds Teaching Hospitals Full time

Job Summary

We are seeking an experienced Administrative Officer to join our team at Leeds Teaching Hospitals. As an Administrative Officer, you will provide administrative support to the hepatology department, ensuring the smooth operation of the team.

Main Responsibilities

  • Provide a full and effective administrative and clerical support service to the hepatology department.
  • Input data onto the departmental database system and produce reports as required.
  • Arrange and plan your own work on a day-to-day basis within the overall demands and priorities of the department.
  • 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.
  • Provide administrative support for meetings, including checking access arrangements, booking rooms and refreshments, and administering expense forms.
  • Attend and service meetings, welcoming participants, organising refreshments, and taking minutes and typing them up and circulating them after approval.
  • Maintain and update mail outs and labels for Trust and staff departments, advisory group members, and voluntary and community organisations.
  • Liaise with appropriate personnel to make appointments for the Head of Service/Management team and maintain an appointments diary.
  • Monitor stock levels and re-order stationery and office supplies as required.
  • Record departmental expenditure and petty cash requisitions, produce monthly updates, and check against financial statements.
  • Co-ordinate and keep records of staff leave, absences, and attendance at mandatory fire training.
  • Adhere to relevant Statutory Instruments and Trust policies and guidelines, including Data Protection, Health and Safety, Confidentiality, and personnel policies and guidelines.
  • Maintain and develop the department's website on the Trust intranet.
  • 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.

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

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.

Requirements

  • GCSE in English and Maths or Equivalent
  • Must be willing to attend relevant training courses
  • Basic computer/typing qualifications
  • Knowledge of a wide range of administrative procedures including finance
  • Competent in word processing, spreadsheet packages, and in using databases
  • A good awareness of and understanding of issues surrounding diversity and patient involvement
  • Knowledge of databases and how to generate reports
  • Understanding of working in a complex organisation
  • Good written and verbal communication skills
  • Good command of spoken and written English

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