Administrative Co-ordinator (XN03)

We are looking for a highly motivated Band 3 Administrative Coordinator 22.5 hours per week. To work within the LTFU service based in the Bexley Wing at St James Hospital.

7.5 hours per day with days to be agreed at Interview.

Interview date is the 8th May 2025.

Main duties of the job

*Previous applicants need not apply.

Interested applicants must possess line management experience along with experience at minute taking and collating data for meetings such as MDT and Peer review is a must.

Be responsible for the line management of our Band 2 clerk typist including annual Appraisal, agreeing leave and following up on all trust attendance policies.

A good knowledge of Microsoft Package would also be advantageous. Candidates will need to demonstrate excellent communication skills, the ability to work under minimal supervision and can meet deadlines.

We work very closely with our clinicians who are very approachable and if you would like to come for a look around to have an informal chat regarding the role, please feel free to give us a call to arrange.

About us

The late effects service offers support and guidance to those who have been treated for cancer as a child or young adult and have now completed their treatment, helping them to maintain healthy lifestyles.

The service offers monitoring and surveillance for those now more than 5 years from completion of treatment and can assist in accessing other appropriate services if needed.

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.

Job responsibilities

To provide a comprehensive administrative/secretarial service to the Long Term Follow up Team. The postholder must 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 always understand the imperative need for confidentiality and discretion.

The postholder will undertake administrative responsibilities in support of the long term follow up team. Including MDT data, Peer review, while providing support to the CNS team.

Exercise safe keeping of office equipment, including sensitive data held on the computer, and all other equipment used.

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.

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 postholder. 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:

• 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

Other criteria

• 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 spreadsheets 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 Trust's policies and procedures.
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Qualifications

• 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.

Experience

• 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.
• Understanding of the NHS and the organisation.

Skills & Behaviours

• 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.

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.