Administration Co-Ordinator (XN04)

NHS; Leeds; On-site; GBP 22,000 - 30,000; Full time

Job summary

The NHS is seeking an Administrative Co-ordinator for the Theatres & Anaesthesia department. The successful candidate will provide comprehensive administrative support, requiring excellent communication and organizational skills, along with previous NHS experience. This role involves managing diaries, data entry, and ensuring compliance with policies, making it ideal for a proactive and self-motivated individual.

Qualifications

• Previous NHS administrative experience required.
• Experience interpreting reports and databases.
• Willingness to undertake training.

Responsibilities

• Provide comprehensive administration service to the Theatres and Anaesthesia department.
• Deliver effective administrative support and staff training.
• Manage diaries and book meetings.

Skills

Excellent communication

Organizational skills

Problem-solving

Education

GCSE English Language grade C or above or equivalent

Tools

MS Word

Excel

PowerPoint

Job description

Do you have excellent communication and administrative skills that will enable you to succeed as an Administrative Co-ordinator in the Theatres & Anaesthesia department? Do you enjoy a challenge and have a desire to work in a busy environment? If so, we could have the job you are looking for.

Theatres & Anaesthesia are looking for a candidate with previous experience working within an administrative setting and a positive, enthusiastic, self-motivated individual to provide comprehensive administrative support.

The post holder will need to prioritize their workload, work independently, and proactively identify administrative tasks that require completion.

Please disclose if you have used Artificial Intelligence (AI) to help you fill out this application form.

We plan to complete this recruitment using a two-stage interview process, including an assessment on planning and organizational skills, attention to detail, and Excel proficiency, followed by a formal interview. The planned date for the formal interview is 02/06/2025.

Main duties of the job

The post holder will be accountable for providing a comprehensive administration service to the Theatres and Anaesthesia department, including activities such as word processing, data entry on Excel, filing, diary management, and post management. They will also develop, maintain, and manage office and information systems, prepare agendas, transcribe and distribute minutes, organize follow-up actions, and ensure an effective briefing system for key documentation.

About us

Leeds Teaching Hospitals is committed to redeploying 'at risk' members of our workforce to new roles. All job adverts are subject to this policy, and we reserve the right to close, delay, or remove adverts during this process. Please bear with us if there are delays in the shortlisting process and contact the provided contact for questions.

Job responsibilities

The post holder will provide a comprehensive administration service, including activities such as word processing, data entry, filing, diary management, and developing office systems. Responsibilities may include:

• Delivering effective administrative support and staff training
• Monitoring sickness, holidays, and other leave
• Booking meetings and managing diaries
• Providing administrative support to the team, including filing, updating health rosters, and recruitment administration
• Maintaining office environment and supplies
• Taking notes, drafting administrative letters, and assisting with service standards and legislative compliance
• Managing databases, producing reports, and supporting projects

Organizational and other duties

The post involves secretarial duties, prioritizing workload, liaising with colleagues and external contacts, researching and presenting information, supporting team members, attending meetings, and maintaining confidentiality and compliance with policies.

Values and standards

The role aligns with Leeds Teaching Hospitals' values: being accountable, empowered, and committed to high standards of service, confidentiality, and personal development.

Additional policies

The job requires compliance with infection control, health and safety, equality and diversity policies, and participation in continuous professional development.

Person Specification

Experience

• Previous NHS administrative experience
• Experience interpreting reports, databases, and spreadsheets
• Providing non-clinical advice and information
• Knowledge of office procedures and implementing change

Qualifications

• Excellent MS Word, Excel, PowerPoint skills
• GCSE English Language grade C or above or equivalent
• Willingness to undertake training

Skills & Behaviours

• Excellent organizational skills and ability to work independently and in teams
• Managing tasks with competing deadlines
• Effective communication, tactfulness, and diplomacy
• Problem-solving within the role's remit

Additional Requirements

• Ability to work collaboratively with clinical staff to monitor compliance
• Handling complex and sensitive information accurately
• Typing and maintaining action tracking with frequent interruptions

Disclosure and Barring Service Check

This position is subject to a DBS check due to the nature of the role.