Job summary Expected Shortlisting Date: 14/02/2025 Planned Interview Date: 21/02/2025 An exciting opportunity has arisen for an enthusiastic administrator with excellent organisational skills to support the work of our Healthcare Transition Team. Leeds Teaching Hospitals Trust is a national leader in the field of Healthcare Transition and an exciting opportunity has arisen to work with the Trust to support the ongoing work of this service. The team focuses on supporting healthcare and partner organisations to collaborate and work in partnership to provide transition support for young people who have long term conditions and empower them in the move from children to adult healthcare services. You will be an excellent communicator with the ability to organise and prioritise workflow, you will be proficient in scheduling and managing a variety of tasks with competing deadlines. A key element of this role is engagement with senior stakeholders across various services at LTHT, NHS Trusts, NHS Improvement & NHS England, West Yorkshire Integrated Care Board, and other partner organisations therefore having good interpersonal skills is essential. If you are interested, please contact Sonia Ekuase s.ekuasenhs.net on 07818562909 Main duties of the job Main duties of this role Diarise and provide day to day assistance to the Lead and Healthcare Transition team whilst providing administrative support. Booking and setting up of meetings, rooms, and liaising with various services within Leeds Teaching Hospitals and with partner agencies outside the organisation. Maintaining the Healthcare Transition service spreadsheets and data provision. Maintaining up to date documentation of Transition related documentation, project management system and transition tools relevant to the service. Ensure systems are kept fully up to date with any changes from Leeds Teaching Hospitals NHS Trust, NHS England, Integrated Care Boards (ICBs) and so on. About us The LTH NHS Trust offers a number of attractive and varied staff benefits (some) listed below: NHS Staff Pension Scheme Staff Nursery/Child Care Facilities Staff Health & Well-being support and services - staff gym membership/wellness programme Food & Catering - discounted services Cycle to Work Scheme 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. 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 24 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-CHI-0334 Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX Job description Job responsibilities JOB DETAILS Job Title: Project Support Assistant Reports to: Lead Nurse: Young Peoples Healthcare Transition Band: 3 Department: Healthcare Transition Location: Based at Leeds General Infirmary, working Trust wide AfC Job No: 3225 2. JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service to the Children and Young People's Healthcare Transition Service. The post holder 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 in support of the Departmental team and the service. Exercise safe keeping of office equipment, including sensitive data held on the computer, and all other equipment used. 3. ORGANISATIONAL CHART 4. 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 e.g., 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: o Liaising with local and national speakers o Booking venues and equipment o Placing advertisements o Maintaining relevant databases e.g., 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. 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: 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. 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 bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. 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. 8. 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 security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. 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. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. 11. COMMUNICATION & WORKING RELATIONSHIPS The postholder will be expected to establish, maintain, and respect good working relationships and communication networks 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. Lead Nurse for Young Peoples Healthcare Transition Directors of Nursing / Heads of Nursing Corporate Nursing Teams Nurse Consultants Clinicians Youth Forum Youth Workers Play Specialists Heads of Training & Development Clinical Educators Human Resources Universities Local, Regional and National partners Integrated Care Boards (ICBs, designated transition leads) NHSE / NHSI (designated transition leads) Community Leads Professionals in community, primary care, and mental health settings Professionals in Local Authority, Social Care and Education 12. SPECIAL WORKING CONDITIONS Flexibility with hours to attend occasional early morning/evening meetings i) PHYSICAL EFFORT: The job holder will have to: Lift and move training equipment as required. Speed and accuracy in typing. Accuracy needed for inputting information (e.g., on transition spread sheets, departmental database). Spend long periods of time operating a computer, using keyboards on both handheld and static computers. Required input data using a variety of technologic methodologies. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. Undertake regular cross-country rail / road travel 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 Organising and managing the diary of the Lead Nurse for Transition and overseeing the diaries of the Regional Nurse Advisors setting up meetings / conferences, organising venues, also includes organising regular telephone and video conference calls researching information for Lead Nurse for Young Peoples Healthcare Transition, including but not exclusively from the internet organising filing systems Be able to concentrate and prepare documents for reports in a variety of settings including at very short notice taking minutes for meetings updating web pages Inputting information onto a database and producing reports from the database. concentration when typing complicated documents Job description Job responsibilities JOB DETAILS Job Title: Project Support Assistant Reports to: Lead Nurse: Young Peoples Healthcare Transition Band: 3 Department: Healthcare Transition Location: Based at Leeds General Infirmary, working Trust wide AfC Job No: 3225 2. JOB PURPOSE/SUMMARY To provide a comprehensive administrative/secretarial service to the Children and Young People's Healthcare Transition Service. The post holder 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 in support of the Departmental team and the service. Exercise safe keeping of office equipment, including sensitive data held on the computer, and all other equipment used. 3. ORGANISATIONAL CHART 4. 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 e.g., 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: o Liaising with local and national speakers o Booking venues and equipment o Placing advertisements o Maintaining relevant databases e.g., 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. 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: 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. 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 bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. 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. 8. 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 security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. 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. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. 11. COMMUNICATION & WORKING RELATIONSHIPS The postholder will be expected to establish, maintain, and respect good working relationships and communication networks 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. Lead Nurse for Young Peoples Healthcare Transition Directors of Nursing / Heads of Nursing Corporate Nursing Teams Nurse Consultants Clinicians Youth Forum Youth Workers Play Specialists Heads of Training & Development Clinical Educators Human Resources Universities Local, Regional and National partners Integrated Care Boards (ICBs, designated transition leads) NHSE / NHSI (designated transition leads) Community Leads Professionals in community, primary care, and mental health settings Professionals in Local Authority, Social Care and Education 12. SPECIAL WORKING CONDITIONS Flexibility with hours to attend occasional early morning/evening meetings i) PHYSICAL EFFORT: The job holder will have to: Lift and move training equipment as required. Speed and accuracy in typing. Accuracy needed for inputting information (e.g., on transition spread sheets, departmental database). Spend long periods of time operating a computer, using keyboards on both handheld and static computers. Required input data using a variety of technologic methodologies. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. Undertake regular cross-country rail / road travel 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 Organising and managing the diary of the Lead Nurse for Transition and overseeing the diaries of the Regional Nurse Advisors setting up meetings / conferences, organising venues, also includes organising regular telephone and video conference calls researching information for Lead Nurse for Young Peoples Healthcare Transition, including but not exclusively from the internet organising filing systems Be able to concentrate and prepare documents for reports in a variety of settings including at very short notice taking minutes for meetings updating web pages Inputting information onto a database and producing reports from the database. concentration when typing complicated documents Person Specification Qualifications Essential Educated to GCSE standard (or equivalent) English language grade C or above. RSA 11 or equivalent standard of typing/word processing. Willingness to undergo all training requirements necessary for the post. Desirable Audio Typing Other Criteria Essential Excellent communication skills (written and verbal). Excellent organisational skills with the ability to work both independently and as part of a team Diary management Proficiency in use of PowerPoint Experience of using Excel, spread sheets or databases MS Visio or project software Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) Has the ability to travel between sites or regional and national locations as required for this post 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. Ability to work under pressure, multi-task and meet competing deadlines. Demonstration of enthusiasm for the post. Understanding of the need for confidentiality and discretion. Professional attitude. Flexible approach to working practices in line with departmental/ service needs. Ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems/ escalate to appropriate senior member of staff Experience Essential Administrative experience Experience of dealing with the general public in a working environment, preferably in an NHS setting. Proficiency in the use of Microsoft Office or equivalent. Good interpersonal skills with the ability to communicate clearly and effectively at all levels. Experience of using IT applications in a Windows based environment and email technology. Desirable Understanding of the NHS and the organisation. Knowledge of the Data Protection Act and patient confidentiality requirements. Person Specification Qualifications Essential Educated to GCSE standard (or equivalent) English language grade C or above. RSA 11 or equivalent standard of typing/word processing. Willingness to undergo all training requirements necessary for the post. Desirable Audio Typing Other Criteria Essential Excellent communication skills (written and verbal). Excellent organisational skills with the ability to work both independently and as part of a team Diary management Proficiency in use of PowerPoint Experience of using Excel, spread sheets or databases MS Visio or project software Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) Has the ability to travel between sites or regional and national locations as required for this post 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. Ability to work under pressure, multi-task and meet competing deadlines. Demonstration of enthusiasm for the post. Understanding of the need for confidentiality and discretion. Professional attitude. Flexible approach to working practices in line with departmental/ service needs. Ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems/ escalate to appropriate senior member of staff Experience Essential Administrative experience Experience of dealing with the general public in a working environment, preferably in an NHS setting. Proficiency in the use of Microsoft Office or equivalent. Good interpersonal skills with the ability to communicate clearly and effectively at all levels. Experience of using IT applications in a Windows based environment and email technology. Desirable Understanding of the NHS and the organisation. Knowledge of the Data Protection Act and patient confidentiality requirements. 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 Leeds General Infirmary Great George Street Leeds LS1 3EX Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)