MDT Administrative Officer (XN03)

NHS; Leeds; On-site; GBP 24,000 - 26,000; Full time

Job summary

Leeds Teaching Hospitals NHS Trust is seeking an enthusiastic MDT Administrative Officer to provide essential administrative and clerical support within the Neurosciences team. This full-time position based at Leeds General Infirmary involves coordinating meetings, managing data entry, and ensuring effective communication across teams. A supportive environment with opportunities for professional development is offered.

Benefits

Professional development opportunities

Investment in personal development

Qualifications

• Experience with administrative procedures.
• Previous administrative/clerical experience.
• Understanding of working in a complex organisation.

Responsibilities

• Provide administrative support for MDT meetings.
• Input data and produce required reports.
• Organise and plan work based on departmental priorities.

Skills

Organised

Interpersonal skills

Communication skills

Education

GCSE in English

GCSE in Maths

Job description

Job summary

Neurosciences are looking for an enthusiastic, flexible and highly motivated MDT administrative officer to join our team. This is a full time position of 37.5 hours a week, based at the Leeds General Infirmary.

The successful candidate will be part of a team providing administrative and clerical support to MDTs within the Neurosciences CSU.

Duties will include attending MDT meetings, MDT data entry, typing of correspondence, organising meetings, dealing with telephone and email enquiries. The ability to work in a busy office environment is essential. The ideal candidate should be organised and able to prioritise their own workload. Candidates should have excellent communication skills and the ability to work as part of a team.

We will also offer support through a structured period of induction, and opportunities for professional development in a supportive environment.

Expected Shortlisting Date

30/06/2025

Main duties of the job

Duties will include attending MDT meetings, MDT data entry, typing of correspondence, organising meetings, dealing with telephone and email enquiries.

About us

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

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.

Details Date posted

06 June 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-NEU-123

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Job description Job responsibilities

JOB DETAILS

Job Title: MDT Administrative Officer

Reports to: MDT Co-ordinator

Band: 3

Unit/Department: Centre for Neurosciences

Location : Leeds General Infirmary

AFC Job No: 1467

2. JOB PURPOSE/SUMMARY

To provide administrative and clerical support to MDT services within the Neurosciences CSU.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to MDTs within the Neurosciences CSU. They will also be responsible for inputting data and producing reports as required. The postholder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

3. ORGANISATIONAL CHART

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

MDT meetings

To provide administrative support for MDT meetings as required e.g. organising meetings including ensuring x-rays and notes are available as required, checking access arrangements, booking rooms and refreshments, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes.

To attend and service MDT meetings as required. This could include welcoming participants, organising refreshments and taking minutes and typing them up and circulating them after approval.

Data Collection

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

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

Enter information onto PPM, the clinical information system (database).

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

Undertake data audit and system development where guided

To contribute to the production of information for distribution across the Trust and to other relevant organisations.

Use departmental database for recording appropriate information as requested and producing reports.

Admin Support

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

Providing support to the secretarial teams where required, by typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams.

To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.

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

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

To record departmental expenditure and petty cash requisitions, produce monthly updates and check against financial statements. Collect petty cash as necessary.

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

To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines.

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

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 post holder will be expected to establish, maintain and respect good working relationships and communication 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.

12. SPECIAL WORKING CONDITIONS

Physical effort:

Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper.

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

setting up meetings and organising venues

researching information for manager including but not exclusively from the internet

organising filing systems

preparing documents for reports

taking minutes for meetings

inputting information onto a database and producing reports from the database.

concentration when typing complicated documents

checking budget statements and following up discrepancies

checking orders and invoices

organising and prioritising work and progress chasing

planning and thinking ahead to ensure effective support to manager

iii) Emotional effort:

Busy department. Working alongside patients with a diagnosis of cancer.

iv) Working conditions:

Needs to work at a computer for most of the day. Flexibility with hours to attend occasional early morning/evening meetings.

Job description Job responsibilities

JOB DETAILS

Job Title: MDT Administrative Officer

Reports to: MDT Co-ordinator

Band: 3

Unit/Department: Centre for Neurosciences

Location : Leeds General Infirmary

AFC Job No: 1467

2. JOB PURPOSE/SUMMARY

To provide administrative and clerical support to MDT services within the Neurosciences CSU.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to MDTs within the Neurosciences CSU. They will also be responsible for inputting data and producing reports as required. The postholder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

3. ORGANISATIONAL CHART

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

MDT meetings

To provide administrative support for MDT meetings as required e.g. organising meetings including ensuring x-rays and notes are available as required, checking access arrangements, booking rooms and refreshments, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes.

To attend and service MDT meetings as required. This could include welcoming participants, organising refreshments and taking minutes and typing them up and circulating them after approval.

Data Collection

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

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

Enter information onto PPM, the clinical information system (database).

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

Undertake data audit and system development where guided

To contribute to the production of information for distribution across the Trust and to other relevant organisations.

Use departmental database for recording appropriate information as requested and producing reports.

Admin Support

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

Providing support to the secretarial teams where required, by typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams.

To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.

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

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

To record departmental expenditure and petty cash requisitions, produce monthly updates and check against financial statements. Collect petty cash as necessary.

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

To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines.

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

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 post holder will be expected to establish, maintain and respect good working relationships and communication 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.

12. SPECIAL WORKING CONDITIONS

Physical effort:

Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper.

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

setting up meetings and organising venues

researching information for manager including but not exclusively from the internet

organising filing systems

preparing documents for reports

taking minutes for meetings

inputting information onto a database and producing reports from the database.

concentration when typing complicated documents

checking budget statements and following up discrepancies

checking orders and invoices

organising and prioritising work and progress chasing

planning and thinking ahead to ensure effective support to manager

iii) Emotional effort:

Busy department. Working alongside patients with a diagnosis of cancer.

iv) Working conditions:

Needs to work at a computer for most of the day. Flexibility with hours to attend occasional early morning/evening meetings.

Person Specification Skills and Behaviours Essential

• 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 Essential

• Knowledge of a wide range of administrative procedures
• Previous administrative/clerical experience
• Understanding of working in a complex organisation

Desirable

• Knowledge of the NHS
• Work experience in a health or social care setting

Qualifications Essential

• GCSE in English and Maths
• Must be willing to attend relevant training courses

Desirable

• Basic computer/typing qualifications

Person Specification Skills and Behaviours Essential

• 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 Essential

• Knowledge of a wide range of administrative procedures
• Previous administrative/clerical experience
• Understanding of working in a complex organisation

Desirable

• Knowledge of the NHS
• Work experience in a health or social care setting

Qualifications Essential

• GCSE in English and Maths
• Must be willing to attend relevant training courses

Desirable

• 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.

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)

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)