Job summary Administration Officers Looking for something different? We may have the administration roles you have been looking for. We have two exciting opportunities for individuals to join our hepatology admin team working in outpatients or working with the community liver health check (CLHC) admin team both based at St James hospital. The posts are band 3, fixed contracts for 12 months. Working within the admin teams the individuals will provide clerical and administrative services for the department and CLHC team. The individuals will be professional, efficient and friendly ensuring that all admin tasks dealt with, and any queries received are answered or sign posted to the correct department or person in a timely manner. Communication is key in this busy role as individuals will need to liaise with admin staff, clinicians and other departments within the Trust to ensure that all admin queries are resolved effectively. You will need to have a flexible approach to work, be highly organised, enjoy working individually as well as part of a larger team and have good keyboarding skills. Knowledge of hospital patient administration system is desirable but not essential as training will be given. The posts are full time, but part time hours would be considered for suitable candidates. For Further Information, please contact Diane Williams email diane.williams25nhs.net for the community liver health check post or Audrey Rowe email audreyrowenhs.net for the hepatology admin post 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 hepatology department and the CLHC team. 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 Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. 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 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 Fixed term Duration 12 months Working pattern Full-time, Part-time, Flexible working Reference number C9298-AMS-267C Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities JOB PURPOSE/SUMMARY To provide administrative and clerical support to the hepatology Department in Abdominal, Medicine and Surgery (AMS) CSU The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the hepatology 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. 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. 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 centered Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values 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. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. Job description Job responsibilities JOB PURPOSE/SUMMARY To provide administrative and clerical support to the hepatology Department in Abdominal, Medicine and Surgery (AMS) CSU The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the hepatology 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. 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. 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 centered Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values 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. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. Person Specification Qualifications Essential GCSE in English and Maths or Equivalent Must be willing to attend relevant training courses Desirable Basic computer/typing qualifications Experience Essential 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. Desirable Knowledge of the NHS. Work experience in a health or social care setting. Personal or work experience of working with diversity e.g. 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). Skills & 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. 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. Well organised, able to prioritise and to work on own initiative. Able to work effectively as part of a small team. Good interpersonal skills and able to relate effectively to a wide range of pe Desirable Multi-lingual /or in British Sign Language would be a bonus. Other criteria Essential Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc Able to attend occasional early evening meetings. Person Specification Qualifications Essential GCSE in English and Maths or Equivalent Must be willing to attend relevant training courses Desirable Basic computer/typing qualifications Experience Essential 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. Desirable Knowledge of the NHS. Work experience in a health or social care setting. Personal or work experience of working with diversity e.g. 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). Skills & 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. 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. Well organised, able to prioritise and to work on own initiative. Able to work effectively as part of a small team. Good interpersonal skills and able to relate effectively to a wide range of pe Desirable Multi-lingual /or in British Sign Language would be a bonus. Other criteria Essential Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc Able to attend occasional early evening meetings. Employer details Employer name Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)