Job summary Join our Admin team within the Microbiology Department at Leeds Teaching Hospitals to support the service providing diagnostic services to communities across Leeds and the wider region. This is an exciting time to join the department as it moves to a purpose built laboratory at the St James site and embraces new technology to deliver the best outcomes for patients. We are looking for an enthusiastic, motivated and highly capable individual to take on this role. Experience with a wide range of IT and software packages is essential. On a personal level you will be enthusiastic, friendly, organised and have good communication skills. You will need to be highly self motivated and able to work accurately with attention to detail. Main duties of the job The post holder will be a member of the Admin & Clerical team, providing an accurate and confidential administration service. On a day to day basis they will support front of house reception services including handling telephone enquires, assist the laboratory in reporting external referred reports and provide administrative support to the laboratory and management teams. There are also opportunities to help with data analysis and project support where required. Following training, the successful candidate will also support the provide a high quality supportive secretarial service to the Consultant team and resident doctors About us At The Leeds Teaching Hospital NHS Trust (LTHT) we have a large and diverse patient population, treating around 1.7 million patients each year. The Microbiology Department at Leeds holds UKAS accreditation and has a strong culture of Quality to deliver diagnostic services to patients. At LTHT we offer 27 days annual leave plus bank holidays and the option to buy additional days (after 12 months service) Optional defined benefit pension, with generous employer contribution Opportunity for paid study leave Supportive benefits throughout changing life circumstances, including up to 1-year parental leave (subject to service), onsite nurseries, and flexible options for carers Access to health and wellbeing resources and retail discount We welcome applications from candidates who have the relevant skills and experience to succeed. 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. Date posted 30 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-PATH-400 Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX Job description Job responsibilities JOB PURPOSE/SUMMARY To provide administrative and clerical support to Microbiology Department/Services. The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Microbiology Department/Service. 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. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY 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 e.g. 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 e.g. 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. PHYSICAL EFFORT: Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on finance spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. ii) MENTAL EFFORT: Needs to concentrate most of the time and deal with interruptions e.g. the phone ringing, being asked to leave one task to do another more urgent task Mental effort is required for example: when dealing with a wide range of enquiries setting up meetings and organising venues researching information for manager including but not exclusively from the internet organising filing systems preparing documents for reports taking minutes for meetings updating web pages inputting information onto a database and producing reports from the database. concentration when typing complicated documents checking budget statements and following up discrepancies checking orders and invoices organising and prioritising work and progress chasing planning and thinking ahead to ensure effective support to manager Job description Job responsibilities JOB PURPOSE/SUMMARY To provide administrative and clerical support to Microbiology Department/Services. The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Microbiology Department/Service. 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. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY 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 e.g. 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 e.g. 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. PHYSICAL EFFORT: Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on finance spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. ii) MENTAL EFFORT: Needs to concentrate most of the time and deal with interruptions e.g. the phone ringing, being asked to leave one task to do another more urgent task Mental effort is required for example: when dealing with a wide range of enquiries setting up meetings and organising venues researching information for manager including but not exclusively from the internet organising filing systems preparing documents for reports taking minutes for meetings updating web pages inputting information onto a database and producing reports from the database. concentration when typing complicated documents checking budget statements and following up discrepancies checking orders and invoices organising and prioritising work and progress chasing planning and thinking ahead to ensure effective support to manager Person Specification Skills and Behaviours Essential Well organised 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. Knowledge of databases and how to generate reports. Competent in word processing, spreadsheet packages and in using databases. Other Criteria Essential Good command of spoken and written English. Numerate Experience Essential Previous administrative/clerical experience. Desirable Work experience within a health or social care setting Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Person Specification Skills and Behaviours Essential Well organised 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. Knowledge of databases and how to generate reports. Competent in word processing, spreadsheet packages and in using databases. Other Criteria Essential Good command of spoken and written English. Numerate Experience Essential Previous administrative/clerical experience. Desirable Work experience within a health or social care setting Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Employer details Employer name Leeds Teaching Hospitals Address Leeds General Infirmary Great George Street Leeds LS1 3EX Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)