Administrative Co-ordinator (XN03) in Leeds

We are looking for an enthusiastic individual to join the team within the Haematological Malignancy Diagnostic Service (HMDS) in Leeds. Working within the HMDS department within the oncology CSU, you will be responsible for providing admin support, mainly to the molecular section of the department. You will be joining a small, friendly admin team and will also work with scientists and other laboratory staff. Previous experience as a medical secretary is desirable (but not essential).

Main duties of the job:

• The successful applicant will be required to undertake administrative duties, mainly to support the molecular section of the laboratory.
• The role will include patient data entry, data transfer, handling of email and telephone enquiries and other ad hoc secretarial duties as required.

Skills expected from the successful candidate include a strong attention to detail, the ability to work under pressure to meet deadlines, accurate data entry, and the ability to work independently.

About us:

HMDS provides a specialist service for the diagnosis of blood cancers and is part of the central laboratory for the Yorkshire and North East Genomic Laboratory Hub. The laboratory is the largest of its type in the United Kingdom with a high throughput of specimens including peripheral blood, bone marrow and tissue biopsies. The department also has a strong research programme and there will also be opportunity to be involved in projects related to research and clinical trials.

This post provides the opportunity to join this successful team at the forefront of diagnostic services.

Job responsibilities:

• To provide a comprehensive administrative/secretarial service for the HMDS department.
• The postholder will be able to work flexibly and be able to adapt to the changing demands within the teams.
• 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 understand the imperative need for confidentiality and discretion at all times.
• The post holder will also be required to support section leads with the ordering and maintaining of stock that is required in the laboratory.

Principal duties & areas of responsibility:

• 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.
• 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.
• Producing standard letters to members of staff, following appropriate authorisation from line managers.
• Maintaining office equipment, reporting faults and escalating problems appropriately.
• Diary management of senior team members.
• Organising meetings and appointments.
• 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.

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.

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:

• 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.
• 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.
• Proficiency in the use of Microsoft Office or equivalent.
• Diary management.
• Experience of using spreadsheets or databases.

Applicants will be required to demonstrate previous experience in dealing with the general public and liaison with healthcare professionals. Respect patient confidentiality and have an understanding of the Data Protection Act. Understanding of the NHS and the organisation.

Qualifications:

• 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.
• 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.