MDT Administrative Officer (XN03)

NHS; Leeds; On-site; GBP 20,000 - 25,000; Full time

Job summary

A major NHS trust is seeking an enthusiastic MDT Administrative Officer to provide crucial administrative support within the Neurosciences team at Leeds General Infirmary. The role includes managing MDT meetings, data entry, and communication with healthcare professionals, ensuring smooth operations in a patient-centered environment.

Benefits

Continuous professional development opportunities

Supportive induction process

Qualifications

• Experience in a health or social care setting is beneficial.
• Knowledge of administrative procedures is essential.
• Basic computer/typing qualifications required.

Responsibilities

• Provide clerical support to MDTs including scheduling meetings and data entry.
• Administer expense forms and ensure data accuracy.
• Attend MDT meetings and produce reports.

Skills

Organisational skills

Communication skills

Interpersonal skills

Ability to work under pressure

Education

GCSE in English and Maths

Job description

Neurosciencesare looking for an enthusiastic, flexible and highly motivated MDTadministrative officer to join our team.This is a full time position of 37.5 hours a week, based at the LeedsGeneral Infirmary.

Thesuccessful candidate will be part of a team providing administrative andclerical support to MDTs within the Neurosciences CSU.

Dutieswill include attending MDT meetings, MDT data entry, typing ofcorrespondence, organising meetings, dealing with telephone and emailenquiries. The ability to work in a busy office environment is essential. Theideal candidate should be organised and able to prioritise their ownworkload. Candidates should have excellent communication skills and theability to work as part of a team.

Wewill also offer support through a structured period of induction, andopportunities for professional development in a supportive environment.

Expected ShortlistingDate

30/06/2025

Main duties of the job

Dutieswill include attending MDT meetings, MDT data entry, typing ofcorrespondence, organising meetings, dealing with telephone and emailenquiries.

About us

Ourvalues, standards and behaviours define the quality of clinical care we offerand the professional relationships we make with our patients, colleagues andthe wider community. We call this The Leeds Way and its focus is on ourvalues of being patient centred, fair, collaborative, accountable andempowered. As an employer, we always look after our people too. As part ofyour role with us here in Leeds you'll enjoy significant investment in yourprofessional development and personal development via training and careerprogression opportunities plus excellent rewards and benefits to ensure yourNHS career in Leeds suits your aspirations and lifestyle perfectly. The LeedsGeneral Infirmary is located within easy walking distance of the city trainstation, with a staff shuttle service in operation from the train station toSt James Hospital. Our hospitals are also on most major bus routes.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

JOBDETAILS

Job Title: MDT Administrative Officer

Reports to: MDT Co-ordinator

Band: 3

Location : Leeds General Infirmary

AFC Job No: 1467

2. JOB PURPOSE/SUMMARY

Toprovide administrative and clerical support to MDT services within theNeurosciences CSU.

Thepost holder will be responsible for the provision of a full and effectiveadministrative and clerical support service to MDTs within the NeurosciencesCSU. They will also be responsible for inputting data and producing reportsas required. The postholder will be expected to arrange and plan her/his ownwork on a day-to-day basis within the overall demands and priorities of thedepartment.

3. ORGANISATIONAL CHART

4. PRINCIPAL DUTIES & AREAS OFRESPONSIBILITY

MDTmeetings

To provide administrative supportfor MDT meetings as required e.g. organising meetings including ensuringx-rays and notes are available as required, checking access arrangements,booking rooms and refreshments, organising travel arrangements, administeringexpense forms, liaising with members regarding dates, sending out notice ofmeetings, agendas and minutes.

To attend and service MDT meetingsas required. This could include welcoming participants, organisingrefreshments and taking minutes and typing them up and circulating them afterapproval.

DataCollection

Collect all relevant informationrelating to these patients. This includes information required for audits.

Use the Patient AdministrationSystem and other related support systems to ensure all data is captured.

Enter information onto PPM, theclinical information system (database).

Liaise with MDT Co-ordinator andensure the 100% data capture and accuracy of information entered onto thedatabase in line with local and Trust policy.

Undertake data audit and systemdevelopment where guided

To contribute to the production ofinformation for distribution across the Trust and to other relevantorganisations.

Use departmental database forrecording appropriate information as requested and producing reports.

AdminSupport

To provide a full clerical supportservice to the MDT including organising, sorting and filing documents andpapers; dealing with incoming and outgoing paper and electronic post asrequired; photocopying, faxing and distributing information by post or email;typing letters and other documents.

Providing support to thesecretarial teams where required, by typing/proof reading clinicalcorrespondence relating to outpatient and inpatient attendances and otherpatient related correspondence on behalf of the consultant and clinicalteams.

To deal with communications and adhoc enquiries from staff and service users, members of the public, and a widerange of external organisations and professionals. Receiving and relayinggeneral verbal/written messages and responding by supplying straightforwardinformation and guidance or referring to the relevant member of thedepartment or other Trust staff as necessary.

To maintain and update mail-outsand labels for Trust and staff departments, advisory group members andvoluntary and community organisations and organising electronic or papermail-outs to such groups as required (typing, copying and posting etc.)

To monitor stock levels andre-order stationery and office supplies as required, and non-stock items asnecessary.

To record departmental expenditureand petty cash requisitions, produce monthly updates and check againstfinancial statements. Collect petty cash as necessary.

To co-ordinate and keep records ofstaff leave, absences and attendance at mandatory fire training.

To adhere to relevant StatutoryInstruments and Trust policies and guidelines e.g. Data Protection, Healthand Safety, Confidentiality and personnel policies and guidelines.

5.THE LEEDS WAY VALUES

Ourvalues are part of what make us different from other trusts, so we see thisas a strength, as well as a responsibility. They have been developed by ourstaff and set out what they see as important to how we work. Our five values are:

Accountable

Empowered

Allour actions and endeavours will be guided and evaluated through these values

6. WEST YORKSHIRE ASSOCIATION OF ACUTETRUSTS (WYAAT)

LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association ofAcute Trusts (WYAAT), a collaborative of the NHS hospital trusts from acrossWest Yorkshire and Harrogate working together to provide the best possiblecare for our patients.

Bybringing together the wide range of skills and expertise across WestYorkshire and Harrogate we are working differently, innovating and drivingforward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHSTrust this is your opportunity to be a part of that change.

WYAATis the acute sector arm of the West Yorkshire and Harrogate Health and CarePartnership, one of the largest integrated care systems in the country. ThePartnerships ambition is for everyone to have the best possible health andwellbeing, and the work of WYAAT, and each individual trust, supports thatambition.

7. INFECTION CONTROL

Thejobholder must comply at all times with the Leeds Teaching Hospitals NHSTrust Infection Control policies, in particular by practising UniversalInfection Control Precautions. Hand hygiene must be performed before andafter contact with patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

Allstaff are responsible for working with their colleagues to maintain andimprove the quality of services provided to our patients and other serviceusers. This includes complying at alltimes with the Leeds Teaching Hospitals NHS Trust Policies, including Healthand Safety policies, in particular by following agreed security and saferworking procedures, and reporting incidents using the Trust IncidentReporting system

9. EQUALITY AND DIVERSITY

Thejobholder must comply with all policies and procedures designed to ensureequality of employment and that services are delivered in ways that meet theindividual needs of patients and their families. No person whether they are staff, patientor visitor should receive less favourable treatment because of their gender,ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENTCONTINUOUS PROFESSIONAL DEVELOPMENT

Thejobholder must take responsibility in agreement with his/her line manager forhis/her own personal development by ensuring that Continuous ProfessionalDevelopment remains a priority. Thejobholder will undertake all mandatory training required for the role.

11. COMMUNICATION & WORKINGRELATIONSHIPS

Thepost holder will be expected to establish, maintain and respect good workingrelationships and communication with both internal and externalorganisations, institutions and individuals with whom they come into contact,including those associated with the specialty area and as appropriate withinthe role. The post holder will be expected to represent themselves and theservice in a professional, courteous and respectful manner at all times.

12. SPECIAL WORKING CONDITIONS

Physical effort:

Speedand accuracy in typing. Accuracyneeded for inputting information (e.g. on spreadsheet, departmentaldatabase). Needs to sit at thecomputer most of the day. Sometimesneeds to lift and move stationery, boxes of leaflets or files etc. Forexample, boxes containing five reams of paper.

ii) Mental effort:

Needsto concentrate most of the time and deal with interruptions e.g. the phoneringing, being asked to leave one task to do another more urgent task

Mentaleffort is required for example:

when dealing with a wide range ofenquiries

setting up meetings and organisingvenues

researching information for managerincluding but not exclusively from the internet

organising filing systems

preparing documents for reports

taking minutes for meetings

inputting information onto adatabase and producing reports from the database.

concentration when typingcomplicated documents

checking budget statements andfollowing up discrepancies

checking orders and invoices

organising and prioritising workand progress chasing

planning and thinking ahead toensure effective support to manager

iii) Emotional effort:

Busydepartment. Working alongside patientswith a diagnosis of cancer.

iv) Working conditions:

Needsto work at a computer for most of the day.Flexibility with hours to attend occasional early morning/eveningmeetings.

Person Specification

Skills and Behaviours

• Well organised, able to prioritise and to work on own initiative
• Importance of maintaining confidentiality
• Good interpersonal skills and able to relate effectively to a wide range of people
• Personable, patient, sensitive and flexible
• Willing to learn new skills
• Good written and verbal communication skills

Experience

• Knowledge of a wide range of administrative procedures
• Previous administrative/clerical experience
• Understanding of working in a complex organisation
• Knowledge of the NHS
• Work experience in a health or social care setting

Qualifications

• GCSE in English and Maths
• Must be willing to attend relevant training courses
• Basic computer/typing qualifications

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.