Job summary Expected Shortlisting Date 23/04/2025 Planned Interview Date 30/04/2025 We have an exciting opportunity for a full-time Administration Officer within the Rheumatology Service based out of Chapel Allerton Hospital The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Rheumatology Department. The post holder will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department. The role will demand a lot of flexibility but will offer an excellent grounding in many of the processes that run within a large outpatient department. Main duties of the job The main duties of the role is 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. The role will also cover validation of waiting lists, support for MDT meetings as well as helping to manage the Rheumatology patient advice line service. About us The Rheumatology service is a fast paced department with consultants and nurses working closely with the admin team to deliver the best possible care for the large number of patients under their care. The department places a great focus on service improvement and we are looking for somebody who is ready to support those changes and develop their role within the team. 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 10 April 2025 Pay scheme Agenda for change Band Band 3 Salary £24,625 to £25,674 a year Contract Permanent Working pattern Full-time Reference number C9298-CAH-089 Job locations Chapel Allerton Hospital Chapeltown Road Leeds LS7 4SA Job description Job responsibilities 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 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. 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 Emotional Effort: Stress of keeping on top of things in an increasingly busy department. Job description Job responsibilities 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 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. 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 Emotional Effort: Stress of keeping on top of things in an increasingly busy department. Person Specification Qualifications Essential GCSE (or equivalent) English Language grade C Desirable European Computer Driving Licence (ECDL) Skills & behaviours Essential Professional attitude to work Ability to adapt to a change of circumstances Ability to manage time and workload Experience Essential Administrative experience Customer service skills Desirable Able to use PAS/Patient Centre and other LTHT systems Secretarial experience Knowledge of NHS/Trust protocols, policies and procedures Person Specification Qualifications Essential GCSE (or equivalent) English Language grade C Desirable European Computer Driving Licence (ECDL) Skills & behaviours Essential Professional attitude to work Ability to adapt to a change of circumstances Ability to manage time and workload Experience Essential Administrative experience Customer service skills Desirable Able to use PAS/Patient Centre and other LTHT systems Secretarial experience Knowledge of NHS/Trust protocols, policies and procedures 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 Chapel Allerton Hospital Chapeltown Road Leeds LS7 4SA Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)