Administrative Officer

2 weeks ago

Leeds, United Kingdom Leeds Teaching Hospitals Full time

Job summary

Medicine Management and Pharmacy Services are seeking to recruit a highly motivated and enthusiastic departmental secretary. The post holder will provide secretarial and administrative support to designated Senior Leaders and teams within the MMPS CSU.

Applicants should have experience of working in a busy office environment. The ideal applicant should have experience of administrative processes and/or secretarial skills, be organised with an excellent attention to detail and be able to prioritise their own workload. Excellent communication skills both written and verbal are essential as is the ability to work as part of a team.

Main duties of the job

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Medicines Management & Pharmacy Services Department. He/she will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

About us

Leeds is a wonderful city to work in and LTHT is an organisation that puts its patients first and highly values and supports its staff. MMPS is recognised in the organisation for our collaborative working and we continuously support our workforce to develop to their potential in delivering the best patient care.

We adopt a flexible approach to working patterns and we would encourage you to contact us and discuss what hours might work for you. If you feel you have the skills and knowledge we are looking for, we would love to hear from you and would welcome your application.

You may be required to work Trust wide in order to undertake these duties.

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.

Job description

Job responsibilities

To provide administrative and clerical support to the Medicines Management & Pharmacy Services Department.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Medicines Management & Pharmacy Services Department. He/she will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

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 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 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.

Person Specification

Experience

Essential

Knowledge of a wide range of administrative procedures including finance Competent in word processing, spreadsheets packages and using databases Understanding of working in a complex organisation Knowledge of databases and how to generate reports

Desirable

Diary Management

Qualifications

Essential

GCSE in English and Maths or equivalent Basic Computer/Typing Qualifications

Skills & behaviours

Essential

Knowledge of Microsoft Software Packages Effective oral and written communication skills Organisational skills Ability to work accurately under pressure

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