Job summary An exciting opportunity has arisen for a personable, flexible and self-motivated individual to join the service improvement team within Theatres and Anaesthesia. The successful applicant will join a supportive team of people who are passionate about making the most of our resources to deliver the best service to our patients. This role supports the senior management team and service improvement team to deliver wide-ranging projects and embed Leeds Improvement Methodology in the department. This role is for you if you enjoy variety and take initiative to improve our way of working. The post provides administrative support to the team, including data input and management, creating report packs and presentations, diary management and taking minutes Experience using Microsoft packages, including Word, PowerPoint and Excel is essential. Excellent communication and interpersonal skills are essential to liaise with a wide range of people across LTHT and beyond. In addition to working well in a team and being able to use initiative to prioritise work and meet deadlines This role has a rare opportunity to spend time in clinical areas while being based in an office environment, primarily at LGI with occasional travel to other sites to support specific projects as required. This role is part time 22.5hrs per week, we are happy to discuss flexible working options For further information please contact: Lucy Garrett - lucygarrettnhs.net 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 T&A Senior Management Team in relation to the management of CSU projects. They will also be responsible for inputting data and producing reports as required. 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. Please see JD for further details About us Expected Shortlisting Date: 04/02/2025 Planned Interview Date: 11/02/2025 Leeds Teaching Hospitals is the largest provider of operating theatre resources in the region with 64 theatres across four sites (Leeds General Infirmary, St James University Hospital, Chapel Allerton Hospital and Wharfedale Hospital). The Theatres and Anaesthesia department also provides pre-operative assessments among a number of other non theatre based activities. This role is based at LGI with occasional travel to other sites to support specific projects as required. 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 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Part-time, Flexible working Reference number C9298-THE-0079 Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX Job description Job responsibilities JOB PURPOSE To provide administrative and clerical support to the T&A Senior Management Team. 3.JOB DIMENSIONS The postholder will be responsible for the provision of a full and effective administrative and clerical support service to the T&A Senior Management Team in relation to the management of projects. They will also be responsible for inputting data and producing reports as required. The postholder 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. 4.ORGANISATIONAL CHART 5.KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Essential Previous clerical/administrative experience. GCSE in English and Maths or equivalent Must be willing to attend relevant training courses. Competent in word processing, spreadsheet packages and in using databases. Good written and verbal communication skills. Good command of spoken and written English. Numerate Able to use own initiative. Desirable Work experience in a health or social care setting. Knowledge of NHS 6.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-centred 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. 7.CORE BEHAVIOURS AND SKILLS 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 8.CORE KNOWLEDGE AND UNDERSTANDING Knowledge of a wide range of administrative procedures including finance. Understanding of working in a complex organisation. Knowledge of databases and how to generate reports. 9.PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Providing a full secretarial and administrative service to the departmental team including providing relevant data for presentation at local meetings, minute taking, distributing information and use of internal and external email, plus other administrative duties to ensure the smooth running of the department. 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, organising travel arrangements, liaising with members regarding dates, sending out notice of meetings, agendas and minutes. To attend any 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 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. 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 safe working procedures, and reporting incidents using the Trust Incident Reporting system. 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. 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. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal Development Continuous Professional Development The jobholder must take responsibility in agreement with their line manager for their own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. 10.COMMUNICATION & WORKING RELATIONSHIPS The postholder 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. 11.SPECIAL WORKING CONDITIONS Flexibility with hours to attend occasional early morning/evening meetings. i)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. ii)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 iii)Emotional Effort: Stress of keeping on top of things in an increasingly busy department. Iv)Working Conditions: Needs to work at a computer for most of the day. Job description Job responsibilities JOB PURPOSE To provide administrative and clerical support to the T&A Senior Management Team. 3.JOB DIMENSIONS The postholder will be responsible for the provision of a full and effective administrative and clerical support service to the T&A Senior Management Team in relation to the management of projects. They will also be responsible for inputting data and producing reports as required. The postholder 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. 4.ORGANISATIONAL CHART 5.KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Essential Previous clerical/administrative experience. GCSE in English and Maths or equivalent Must be willing to attend relevant training courses. Competent in word processing, spreadsheet packages and in using databases. Good written and verbal communication skills. Good command of spoken and written English. Numerate Able to use own initiative. Desirable Work experience in a health or social care setting. Knowledge of NHS 6.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-centred 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. 7.CORE BEHAVIOURS AND SKILLS 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 8.CORE KNOWLEDGE AND UNDERSTANDING Knowledge of a wide range of administrative procedures including finance. Understanding of working in a complex organisation. Knowledge of databases and how to generate reports. 9.PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Providing a full secretarial and administrative service to the departmental team including providing relevant data for presentation at local meetings, minute taking, distributing information and use of internal and external email, plus other administrative duties to ensure the smooth running of the department. 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, organising travel arrangements, liaising with members regarding dates, sending out notice of meetings, agendas and minutes. To attend any 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 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. 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 safe working procedures, and reporting incidents using the Trust Incident Reporting system. 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. 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. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal Development Continuous Professional Development The jobholder must take responsibility in agreement with their line manager for their own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. 10.COMMUNICATION & WORKING RELATIONSHIPS The postholder 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. 11.SPECIAL WORKING CONDITIONS Flexibility with hours to attend occasional early morning/evening meetings. i)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. ii)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 iii)Emotional Effort: Stress of keeping on top of things in an increasingly busy department. Iv)Working Conditions: Needs to work at a computer for most of the day. Person Specification Other Criteria Essential Competent in word processing (Microsoft Word is used in the department), spreadsheet packages (Excel is used in the department) and databases. Good written and verbal communication skills Numerate Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health, and safety etc Experience Essential Must be willing to attend relevant training courses Knowledge of a wide range of administrative procedures Previous administrative/ clerical experience Desirable Knowledge of the NHS Work experience in a health or social care setting Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Skills & Behaviours Essential 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 people Personable, patient, sensitive and flexible Willing to learn new skills Person Specification Other Criteria Essential Competent in word processing (Microsoft Word is used in the department), spreadsheet packages (Excel is used in the department) and databases. Good written and verbal communication skills Numerate Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health, and safety etc Experience Essential Must be willing to attend relevant training courses Knowledge of a wide range of administrative procedures Previous administrative/ clerical experience Desirable Knowledge of the NHS Work experience in a health or social care setting Qualifications Essential GCSE in English and Maths or Equivalent Desirable Basic computer/typing qualifications Skills & Behaviours Essential 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 people Personable, patient, sensitive and flexible Willing to learn new skills Employer details Employer name Leeds Teaching Hospitals Address Leeds General Infirmary Great George Street Leeds LS1 3EX Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)