Administrative Officer
2 months ago
We are seeking a highly organized and detail-oriented 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 daily tasks and activities.
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 organizations and professionals.
- Provide administrative support for meetings, including organizing meetings, checking access arrangements, booking rooms and refreshments, and administering expense forms.
- Attend and service meetings as required, including welcoming participants, organizing 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 organizations.
- 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, and non-stock items as necessary.
- 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 organizations.
- Use departmental database for recording appropriate information as requested and producing reports.
- 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 organization.
- Good written and verbal communication skills.
- Good command of spoken and written English.
- Knowledge of the NHS.
- Work experience in a health or social care setting.
- Personal or work experience of working with diversity, disabled people, people from different cultures.
- Multi-lingual and/or in British Sign Language would be a bonus.
- Competent in using other software, such as Access databases and web authoring software.
- Well organized and able to work on own initiative.
- Able to work effectively as part of a small team.
- Able to relate effectively to a wide range of people with good interpersonal skills.
- Personable, patient, sensitive, and flexible.
- Willing to learn new skills.
- Reliable.
- Commitment to principles of equality and diversity.
- Commitment to delivering quality services.
- Importance of maintaining confidentiality.
- Honesty and integrity.
- Must be willing to work within the Trust's policies, confidentiality, data protection, health and safety, etc.
- Able to attend occasional early evening meetings.
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