Job summary We are looking for someone with experience working in an office environment to provide administrative support to a busy manufacturing unit, based at Moor House, Leeds 10. As well as the standard NHS benefits, this is a great opportunity to work in a small and dynamic, collaborative, and supportive team with a varied portfolio of work to support patient care across the West Yorkshire Association of Acute Trusts region. This is a great time to join our department as we are part of a national programme to transform aseptic services in England. If you love being organised, can multi-task and work independently, you would be a great fit for our team. If you are passionate about making a difference this will be a great opportunity to be part of the building the future of a highly valued service. Although you wont have patient contact, your role makes a difference by making sure that things behind the scenes run smoothly. The role is 37.5 hours Monday - Friday. Part time and flexible working can be discussed. We have car parking on site. Informal conversations or department visits are welcome if you would like to find out more before you apply. If you are shortlisted, we will contact you with details of a remote assessment to complete on 17th February 2025. Applicants who successfully complete the assessment will then be contacted and invited to interview on 20th February 2025. Main duties of the job Main duties of the job will include: Provide administrative support to the WYAAT Pharmacy Aseptic Collaborative Project Team and wider teams, including Workforce Education, Production and Quality team. Data input and management using specialist software, for which training will be provided. Arrange and co-ordinate meetings for internal staff and external partners. Support with HR administration and recruitment tasks and processes. Scanning, photocopying, filing, and archiving. Liaise and coordinate with the Medicines Management Pharmacy Services Business and Administration support team. About us Leeds Teaching Hospitals is one of the largest and busiest NHS Trusts in the country, offering a range of both general and specialist hospital services with excellent clinical outcomes for patients. We have an international reputation for excellence in specialist care, research and academic training. We are also 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. The Pharmacy Department at LTHT is highly respected, forward thinking and recognised within the organisation for collaborative working. We offer excellent career progression whilst working in a friendly and supportive team. We are proud to say that we have created a positive working environment with a hardworking and dedicated workforce who feel valued and share a team goal to put the patients first. 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 16 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-MMP-343 Job locations Leeds Teaching Hospital 125 Moor Road Hunslet Leeds LS10 2JQ Job description Job responsibilities 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 and distributing information by post or email; typing letters and other documents. 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. 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. 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. Liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary. Monitor stock levels and re-order stationery and office supplies as required, and non-stock items as necessary. Co-ordinate and keep records of staff leave, absences and attendance at mandatory fire training. 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. Job description Job responsibilities 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 and distributing information by post or email; typing letters and other documents. 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. 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. 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. Liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary. Monitor stock levels and re-order stationery and office supplies as required, and non-stock items as necessary. Co-ordinate and keep records of staff leave, absences and attendance at mandatory fire training. 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. Person Specification Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Skills and Behaviours Essential Well organised and able to work on own initiative Experience Essential Knowledge of a wide range of administrative procedures Competent in MS Office Good written and verbal communication skills Previous administrative/clerical experience. Desirable Knowledge of the NHS. Person Specification Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Skills and Behaviours Essential Well organised and able to work on own initiative Experience Essential Knowledge of a wide range of administrative procedures Competent in MS Office Good written and verbal communication skills Previous administrative/clerical experience. Desirable Knowledge of the NHS. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Leeds Teaching Hospitals Address Leeds Teaching Hospital 125 Moor Road Hunslet Leeds LS10 2JQ Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)