Administrative Co-ordinator

Requirements the employer expects applicants to meet.

• Experience

  Experience or ability to provide a comprehensive administrative/secretarial service for the department.

• Experience

  Experience or ability in organising and prioritising workload based on the needs of the service.

• Experience

  Experience or ability in setting up, maintaining and monitoring office systems and processes.

• Experience

  Experience or ability in using and updating databases, producing reports and statistics for the team and wider distribution.

• Experience

  Experience or ability in diary management, organising meetings and appointments, and arranging travel and accommodation.

• Knowledge and Compliance

  Understanding of the key features of the role and the imperative need for confidentiality and discretion at all times.

• Knowledge and Compliance

  Ability to comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions.

• Knowledge and Compliance

  Ability to comply with Leeds Teaching Hospitals NHS Trust policies, including Health and Safety policies, agreed security and safer working procedures, and the Trust Incident Reporting system.

• Knowledge and Compliance

  Commitment to equality of employment and to delivering services in ways that meet the individual needs of patients and their families.

• Qualifications and Training

  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.

• Qualifications and Training

  The jobholder will undertake all mandatory training required for the role.

• Personal Qualities and Values

  A positive and professional attitude with a willingness to help colleagues.

• Personal Qualities and Values

  Self motivated and the ability to be flexible with regard to working practices, workload and working hours.

• Personal Qualities and Values

  Willing to promote and embrace evidence based change.

• Personal Qualities and Values

  Commitment to delivering a high quality secretarial and administrative service to support the work of the team/department.

• Personal Qualities and Values

  Continually maintaining and improving the quality of service.

• Personal Qualities and Values

  Commitment to working in a team situation.

• Personal Qualities and Values

  Commitment to encouraging a positive working environment.

• Personal Qualities and Values

  Commitment to own development.

• Personal Qualities and Values

  Ability to adapt to the many changes in working practice in a rapidly developing speciality.

• Personal Qualities and Values

  Ability to respond immediately to the unpredictable nature of workload.

• Administrative and Technical Skills

  Ability to undertake filing, typing, photocopying, faxing, distributing information and use of internal and external email.

• Administrative and Technical Skills

  Ability to maintain stock levels of stationery and other items and support section leads with the ordering and maintaining of stock required in the laboratory.

• Administrative and Technical Skills

  Ability to produce standard letters to members of staff, following appropriate authorisation from line managers.

• Administrative and Technical Skills

  Ability to maintain office equipment, reporting faults and escalating problems appropriately.

• Administrative and Technical Skills

  Ability to organise conferences, study days and other events, including liaising with speakers, booking venues and equipment, placing advertisements and maintaining relevant databases.

• Administrative and Technical Skills

  Ability to attend meetings, take minutes and complete appropriate follow-up actions.

• Communication and Interpersonal Skills

  Ability to communicate sensitively and effectively with a wide range of people including patients, families, medical staff and the wider multi-disciplinary team.

• Communication and Interpersonal Skills

  Ability to communicate 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.

• Communication and Interpersonal Skills

  Ability to respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response.

• Communication and Interpersonal Skills

  Ability to establish, maintain and respect good working relationships and communication networks with internal and external organisations, institutions and individuals.

• Communication and Interpersonal Skills

  Ability to represent themselves and the service in a professional, courteous and respectful manner at all times.

• Other Requirements and Working Conditions

  Requirement to work flexibly when the need and workload arises.

• Other Requirements and Working Conditions

  Requirement for intense concentration within the working period (daily).

• Other Requirements and Working Conditions

  Ability to deal with patients/colleagues in emotive situations, such as appointment, waiting list and operating dates.

• Other Requirements and Working Conditions

  Ability to manage prolonged periods of concentration, for example transcribing complex medical information, producing complex reports/powerpoint presentations and waiting list management, while subject to frequent interruption.

• Other Requirements and Working Conditions

  Ability to deal with sensitive issues, e.g. bereavement and distressed/anxious patients and their families.

• Other Requirements and Working Conditions

  Requirement to have face-to-face meetings with patients and their families (weekly or more frequent).