1. JOB DETAILS
Job Title: Administrative Officer
Reports to: Office Manager/Team Manager- Central Administration
Band: 3
Department: Estates & Facilities Administration
Location: St Jamess with occasional cross site working
AfC Job No: 740
2. JOB PURPOSE/SUMMARY
To provide administrative and clerical support working as part of the Estates & Facilities Central Administration team. The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Business Unit Admin 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.
3. ORGANISATIONAL CHART
Head of Department I Team Manager I Administration Officer
4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
1. 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.
2. 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.
3. 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.
4. To attend and service meetings as required, including welcoming participants, organising refreshments, taking minutes, and typing them up and circulating them after approval.
5. 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.
6. To liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary.
7. To monitor stock levels and re-order stationery and office supplies as required.
8. To record departmental expenditure and petty cash requisitions, produce monthly updates and check against financial statements.
9. To co-ordinate and keep records of staff leave, absences and attendance at mandatory fire training.
10. To adhere to relevant Statutory Instruments and Trust policies and guidelines.
11. To maintain and develop the department's web site on the Trust intranet (Training will be given).
12. To contribute to the production of information for distribution across the Trust and to other relevant organisations.
13. Use departmental database for recording appropriate information as requested and producing reports.
14. Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.
5. 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:
1. Patient-centred
2. Collaborative
3. Fair
4. Accountable
5. 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:
1. Commitment to principles of equality and diversity.
2. Commitment to delivering quality services.
3. Importance of maintaining confidentiality.
4. Honesty and integrity.
6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
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.
By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.
7. INFECTION CONTROL
The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All staff are responsible for maintaining and improving the quality of services provided to our patients and other service users.
9. EQUALITY AND DIVERSITY
The jobholder must comply with all policies and procedures designed to ensure equality of employment.
10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The jobholder must take responsibility for his/her own personal development by ensuring that Continuous Professional Development remains a priority.
11. 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.
12. SPECIAL WORKING CONDITIONS
1. PHYSICAL EFFORT: Speed and accuracy in typing. Needs to sit at the computer most of the day.
2. MENTAL EFFORT: Needs to concentrate most of the time and deal with interruptions.
3. EMOTIONAL EFFORT: Stress of keeping on top of things in an increasingly busy department.
4. WORKING CONDITIONS: Needs to work at a computer for most of the day.
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