Job summary Expected Shortlisting Date: 06/02/2025 Planned Interview Date: 13/02/2025 Are you a competent administrator ready for a new challenge? Do you want to work in a role that can make a real difference to our CSU? This is a very varied role within the Acute service, covering admin work, MDT, typing and rota work. We believe this would be a great opportunity for an experienced administrator, to expand their skills. You will need to be self-driven, organised and comfortable working on your own as well as within a team Main duties of the job Working within the Acute Oncology Service is a unique and interesting role, you will be responsible for the day-to-day management of both the clinic and MDT for this service and work closely with the clinical team daily, keeping up to date with patient movements and developments. The role also involves typing letters for the clinical team when needed and support the secretarial team on occasion. You will be coordinating the rotas for the Resident Drs, Registers, and our on-call cover for the Consulting team, keeping them up to date and informing the service of any last-minute changes when needed. The role works alongside the Remote Surveillance Service, which is a standalone service, and you will be required to provide some cover for this on occasion too. About us Oncology covers both Clinical and Medical Oncology based in the Bexley Wing at the St James site. You will be joining a very friendly team consisting of Clerical Officers team leaders Assistant PSCs Medical secretaries and clerk typists. For more information or if you would like to come and see us please contact Ashleigh Hodgson on Telephone 0113 2067998 or ashleigh.hodgson1nhs.net 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 17 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-ONC-0463 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service to the Acute Oncology Service. The postholder will be able to work flexibly and be able to adapt to the changing demands within the team. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times. The postholder will undertake administrative responsibilities the for the Acute Oncology Service. Booking and co-ordinating patient appointment, Managing the MDT and outcomes. Being point of contact various Rotas. This role will involve minute taking co-ordinating the agendas and room bookings for meetings.. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Providing a full secretarial and administrative service to the departmental team including filing, typing, photocopying, faxing, distributing information and use of internal and external email, recruitment administration, plus other administrative duties to ensure the smooth running of the department. Organising and prioritising workload based on the needs of the service. Setting up, maintaining and monitoring of office systems and processes, liaising with other members of the team as appropriate. Responsibilities/duties may include:- maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc. Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information. Produce standard letters to members of staff, following appropriate authorisation from line managers. These may include confirmation of annual leave requests, inviting member of staff to attend attendance management meeting. Maintain office equipment, reporting faults and escalating problems appropriately Diary management of senior team members. Organising meetings and appointments. This may include booking venues etc. Organisation of conferences, study days and other events locally and nationally as required, which may include: Liaising with local and national speakers. Booking venues and equipment. Placing advertisements Maintaining relevant databases eg. attendees; costs. Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner. To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response. Attend meetings, as and when required, taking minutes and appropriate follow up actions. Arranging travel and accommodation for the team as appropriate. This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder. Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information.. 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 delivering a high quality secretarial and administrative service to support the work of the team/department. A positive and professional attitude with a willingness to help colleagues. Self motivated and the ability to be flexible with regard to working practices, workload and working hours. Willing to promote and embrace evidence based change. Continually maintaining and improving the quality of service. Commitment to working in a team situation. Commitment to encouraging a positive working environment. Commitment to own development. Job description Job responsibilities JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service to the Acute Oncology Service. The postholder will be able to work flexibly and be able to adapt to the changing demands within the team. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team. The postholder will be required to understand the key features of the role and understand the imperative need for confidentiality and discretion at all times. The postholder will undertake administrative responsibilities the for the Acute Oncology Service. Booking and co-ordinating patient appointment, Managing the MDT and outcomes. Being point of contact various Rotas. This role will involve minute taking co-ordinating the agendas and room bookings for meetings.. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Providing a full secretarial and administrative service to the departmental team including filing, typing, photocopying, faxing, distributing information and use of internal and external email, recruitment administration, plus other administrative duties to ensure the smooth running of the department. Organising and prioritising workload based on the needs of the service. Setting up, maintaining and monitoring of office systems and processes, liaising with other members of the team as appropriate. Responsibilities/duties may include:- maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc. Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information. Produce standard letters to members of staff, following appropriate authorisation from line managers. These may include confirmation of annual leave requests, inviting member of staff to attend attendance management meeting. Maintain office equipment, reporting faults and escalating problems appropriately Diary management of senior team members. Organising meetings and appointments. This may include booking venues etc. Organisation of conferences, study days and other events locally and nationally as required, which may include: Liaising with local and national speakers. Booking venues and equipment. Placing advertisements Maintaining relevant databases eg. attendees; costs. Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner. To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response. Attend meetings, as and when required, taking minutes and appropriate follow up actions. Arranging travel and accommodation for the team as appropriate. This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder. Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information.. 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 delivering a high quality secretarial and administrative service to support the work of the team/department. A positive and professional attitude with a willingness to help colleagues. Self motivated and the ability to be flexible with regard to working practices, workload and working hours. Willing to promote and embrace evidence based change. Continually maintaining and improving the quality of service. Commitment to working in a team situation. Commitment to encouraging a positive working environment. Commitment to own development. Person Specification Skills & Behaviours Essential Ability to prioritise, plan and organise own workload Ability to use and act on own initiative Ability to work as part of a team and adapt to the requirements of team members Demonstration of enthusiasm for the post Understanding of the need for confidentiality and discretion Flexible approach to working practices in line with departmental/service needs. Applicants will have excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines. Provide a confidential, efficient and accurate administrative service. Compassion for patients and their carers. Ability to act professionally at all times. To escalate issues that the postholder is unable to solve, to the appropriate senior member of staff. Qualifications Essential RSA 11 or equivalent standard of typing/word processing Applicants will be educated to GCSE standard (or equivalent) English language grade C or above. Willingness to undergo all training requirements necessary for the post Desirable Audio Typing Experience Essential Applicants will be required to demonstrate previous experience in dealing with the general public and liaison with healthcare professionals Applicants will have experience of using IT applications in a Windows based environment and email. Respect patient confidentiality and have an understanding of the Data Protection Act. Desirable Understanding of the NHS and the organisation Other criteria Essential Proficiency in the use of Microsoft Office or equivalent. Applicants will be required to demonstrate interpersonal skills with the ability to communicate clearly and effectively at all levels. Diary management Proficiency in use of PowerPoint Experience of using spread sheets or databases Applicants will be required to demonstrate the ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems Ensure work is completed and targets met within agreed timescales and in line with the Trusts policies and procedures. Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) Person Specification Skills & Behaviours Essential Ability to prioritise, plan and organise own workload Ability to use and act on own initiative Ability to work as part of a team and adapt to the requirements of team members Demonstration of enthusiasm for the post Understanding of the need for confidentiality and discretion Flexible approach to working practices in line with departmental/service needs. Applicants will have excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines. Provide a confidential, efficient and accurate administrative service. Compassion for patients and their carers. Ability to act professionally at all times. To escalate issues that the postholder is unable to solve, to the appropriate senior member of staff. Qualifications Essential RSA 11 or equivalent standard of typing/word processing Applicants will be educated to GCSE standard (or equivalent) English language grade C or above. Willingness to undergo all training requirements necessary for the post Desirable Audio Typing Experience Essential Applicants will be required to demonstrate previous experience in dealing with the general public and liaison with healthcare professionals Applicants will have experience of using IT applications in a Windows based environment and email. Respect patient confidentiality and have an understanding of the Data Protection Act. Desirable Understanding of the NHS and the organisation Other criteria Essential Proficiency in the use of Microsoft Office or equivalent. Applicants will be required to demonstrate interpersonal skills with the ability to communicate clearly and effectively at all levels. Diary management Proficiency in use of PowerPoint Experience of using spread sheets or databases Applicants will be required to demonstrate the ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems Ensure work is completed and targets met within agreed timescales and in line with the Trusts policies and procedures. Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) 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 St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)