Job summary An exciting opportunity has arisen to join the administration team in Older People's Services (OPS) as Support Service Team Coordinator in OPS Inpatient and Urgent Care Services. As Team Coordinator, you will line manage administrative and secretarial staff within your identified areas, and will be expected to ensure the smooth-running of administrative support to the services. You will report to the Administration Team Leader for your service line, and work closely with clinical staff in your teams. We are looking to recruit an enthusiastic individual with excellent communication and organisation skills, who is able to work on their own initiative to prioritise workloads. This role will involve providing a high level of administrative support, including minuting meetings and audiotyping, so previous secretarial experience would be beneficial. Main duties of the job The main duties of the role are: - Providing support and day to day leadership that will ensure good working relationships and a positive attitude amongst your colleagues and peers. - Having good organisational skills and the ability to work under pressure, managing a demanding workload. - Ensuring that the secretarial and admin workload within the designated area is managed effectively and in a timely manner, including appropriate cover for planned and unplanned absence. - Promoting the build-up of good network links for advice and direction. - Developing and maintaining a good working relationship with all the members of the multi-disciplinary team. - Providing administrative support for meetings, including arranging meetings, preparing agendas and writing minutes. - Having decision-making skills (within the boundaries of the role) and being able to demonstrate attention to detail. About us The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching,research and development. There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers. We also have an incredible bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank. Applicants should be aware that for any individual who requires a visa to work in the UK, the Trust provides sponsorship for registered healthcare practitioner roles only. This is an essential requirement of the role, and the Trust is unable to offer you a role if you are unable to meet Trust requirements for sponsorship and Home Office requirements for a visa. Date posted 31 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Permanent Working pattern Full-time Reference number 173-05925-OPS Job locations Mount General Admin Leeds LS2 9LN Job description Job responsibilities - The job holder will provide day to day management of workflows for the teams within your remit, ensuring that targets are met and escalating any issues or backlogs of work. - The job holder will ensure consistency and cross cover arrangements are in place for colleagues during their absence including telephone answering service and urgent requests. - The job holder will provide a full secretarial and administrative service to the identified multi-disciplinary teams. This will include (not exhaustive): word processing, audio typing, typing of correspondence and management reports etc. - The job holder will be expected to deal appropriately with highly confidential and sensitive material on a regular basis in accordance with the Trusts Information Governance Policy. - The job holder will have a good working relationship with all members of the Multi-Disciplinary Team/Leadership Team. - The job holder will work effectively with members of the wider administration team including other Support Service Team Coordinators and PAs. - The job holder will need to liaise effectively with service users, carers, visitors and both internal and external agencies within the boundaries of the role. - The job holder will organise and manage the general clerical duties of opening mail, message-taking, photocopying, filing and record keeping, including the retrieving of case notes, laboratory reports etc. - The job holder will offer, where appropriate, basic IT support or signpost to relevant department. - The job holder will be expected to keep themselves up to date with new techniques and new ways of working. - The job holder may be required to regularly monitor or carry out the handling or processing of cash, cheques or patients valuables, in line with Trust Policy. The job holder would be expected to give advice where appropriate and within the boundaries of this role and within the realms of confidentiality and data protection legislation. - Having a good working knowledge of customer service and the impact on delivering a quality service. - Organising and reporting on administrative and secretarial workflows, reporting to the Service Manager, Support Service Manager, or Professional Lead as required. - Ensuring that the admin team adhere to all Information Governance policies and guidance. - Maintaining office systems, which are active and effective, including implementation of admin/secretarial policies. - Raising requisitions to the Procurement team and processing invoices. - Completing general office duties including processing incoming post, printing, photocopying etc. Escalating sensitive staffing issues relating to secretarial and administrative support. Job description Job responsibilities - The job holder will provide day to day management of workflows for the teams within your remit, ensuring that targets are met and escalating any issues or backlogs of work. - The job holder will ensure consistency and cross cover arrangements are in place for colleagues during their absence including telephone answering service and urgent requests. - The job holder will provide a full secretarial and administrative service to the identified multi-disciplinary teams. This will include (not exhaustive): word processing, audio typing, typing of correspondence and management reports etc. - The job holder will be expected to deal appropriately with highly confidential and sensitive material on a regular basis in accordance with the Trusts Information Governance Policy. - The job holder will have a good working relationship with all members of the Multi-Disciplinary Team/Leadership Team. - The job holder will work effectively with members of the wider administration team including other Support Service Team Coordinators and PAs. - The job holder will need to liaise effectively with service users, carers, visitors and both internal and external agencies within the boundaries of the role. - The job holder will organise and manage the general clerical duties of opening mail, message-taking, photocopying, filing and record keeping, including the retrieving of case notes, laboratory reports etc. - The job holder will offer, where appropriate, basic IT support or signpost to relevant department. - The job holder will be expected to keep themselves up to date with new techniques and new ways of working. - The job holder may be required to regularly monitor or carry out the handling or processing of cash, cheques or patients valuables, in line with Trust Policy. The job holder would be expected to give advice where appropriate and within the boundaries of this role and within the realms of confidentiality and data protection legislation. - Having a good working knowledge of customer service and the impact on delivering a quality service. - Organising and reporting on administrative and secretarial workflows, reporting to the Service Manager, Support Service Manager, or Professional Lead as required. - Ensuring that the admin team adhere to all Information Governance policies and guidance. - Maintaining office systems, which are active and effective, including implementation of admin/secretarial policies. - Raising requisitions to the Procurement team and processing invoices. - Completing general office duties including processing incoming post, printing, photocopying etc. Escalating sensitive staffing issues relating to secretarial and administrative support. Person Specification Skills Essential Excellent proven communication skills Experience Essential Experience of working under pressure and managing a demanding workload Knowledge Essential Knowledge of Information Governance Person Specification Skills Essential Excellent proven communication skills Experience Essential Experience of working under pressure and managing a demanding workload Knowledge Essential Knowledge of Information Governance 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 and York Partnership NHS Foundation Trust Address Mount General Admin Leeds LS2 9LN Employer's website https://www.leedsandyorkpft.nhs.uk/ (Opens in a new tab)