Toprovide a comprehensive administrative service to the Abdominal Medicine& Surgical team. The postholderwill be able to work flexibly and be able to adapt to the changing demandswithin the team. The post holder must be able to communicate sensitively andeffectively with a wide range of people including patients, families, medicalstaff and the wider multi-disciplinary team. The postholder will be requiredto understand the key features of the role and understand the imperative needfor confidentiality and discretion at all times.
Main duties of the jobThepostholder will undertake administrative responsibilities in support of theDepartmental team and the service. Exercise safe keeping of office equipment,including sensitive data held on the computer, and all other equipment used.The postholder will be communicating with patients and a wide range of NHSworkforce scheduling patients onto theatre software and complying with 6-4-2.
About usLeedsTeaching 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.
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 value
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 responsibilitiesProvidea confidential, efficient and accurate administrative service.
Ensure work is completed andtargets met within agreed timescales and in line with the Trusts policiesand procedures.
Compassion for patients and theircarers.
Effective communication skills,verbal and written, able to adapt style/method to suit the situation.
Willingness to undergo all trainingrequirements necessary for the post.
Ability to act professionally atall times.
Flexible approach to workingpractices in line with departmental/service needs.
To appreciate and accept the needto maintain confidentiality and discretion when dealing with patients,colleagues, other departments.
To be able to prioritise and managea variety of tasks with competing deadlines.
To work effectively as part of ateam.
To escalate issues that thepostholder is unable to solve, to the appropriate senior member of staff.
8. CORE KNOWLEDGE AND UNDERSTANDING
It is essential that the applicanthas previous experience of dealing with the general public in a workingenvironment, preferably in an NHS setting.
Respect patient confidentiality andhave an understanding of the Data Protection Act.
Knowledge of Microsoft Packages andemail.
Educated to GCSE English minimumgrade C or equivalent.
9. PRINCIPAL DUTIES & AREAS OFRESPONSIBILITY
Providinga full secretarial and administrative service to the departmental teamincluding filing, typing, photocopying, distributing information and use ofinternal and external email, recruitment administration, plus otheradministrative duties to ensure the smooth running of the department.
Organising and prioritisingworkload based on the needs of the service.
Setting up, maintaining andmonitoring of office systems and processes, liaising with other members ofthe team as appropriate.Responsibilities/duties may include:- maintaining stock levels ofstationery and other items; recording, processing leave requests to ensureappropriate authorisation and notification, expense claims etc.
Using and updating databases,producing reports and statistics for the team and wider distribution, on aregular and ad hoc basis eg waiting lists, attendance management information.
Maintain office equipment,reporting faults and escalating problems appropriately
Communicating with staff at alllevels in the Trust and with outside agencies, on the telephone, byletter/email and in person, in a professional and competent manner.
To respond to written and telephoneenquiries in a polite and helpful manner, prioritising messages anddistributing appropriately to ensure necessary action/response.
Attend meetings, as and whenrequired, taking minutes and appropriate follow up actions.
Arranging travel and accommodationfor patients as appropriate.
Thislist of duties/responsibilities is not exhaustive and may be amendedfollowing discussion with the potholder.Refer to Departmental guidelines/manual/standard operating procedures(SOPs) for further information
Person Specification QualificationsThis 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.