We have an exciting opportunity for a part-time administrative officer within the Emergency Preparedness team. The role is hybrid with an office base at St James Hospital.
The post holder will be responsible for providing a full and effective administrative support service to the Emergency Preparedness Team. The postholder will be expected to plan and organize their work on a daily basis within the overall demands and priorities of the department. The role will require flexibility but offers an excellent introduction to emergency preparedness and the chance to develop transferable skills.
Main duties of the job
The main duties include providing comprehensive administrative support such as organizing, sorting, and filing electronic documents; managing incoming and outgoing emails, including the team inbox; distributing information; and preparing papers for meetings. The role also involves ensuring the readiness of the Trust’s Incident Coordination Centres through monthly checks and maintaining the Trust’s crisis communication tools.
About us
The Emergency Preparedness team is a small, fast-paced department working across the organization to ensure readiness for incidents or emergencies. The team also coordinates preparations for planned works affecting digital systems or essential services like heating, water, and power.
Leeds Teaching Hospitals is committed to redeploying 'at risk' staff to new roles. All job adverts are subject to this policy, and delays may occur during the shortlisting process. Please be patient and contact the provided contact for questions.
Job responsibilities
Providing clerical support including document management, handling postal and electronic correspondence, and preparing meeting materials.
Handling communications and inquiries from staff, service users, the public, and external organizations, including relaying messages and providing guidance or referrals.
Supporting meetings by organizing logistics, booking rooms and refreshments, arranging interpreters, managing travel and expenses, and taking minutes.
Maintaining and updating mailing lists and organizing mail-outs.
Managing appointments for senior staff and maintaining diaries.
Monitoring and reordering office supplies, recording departmental expenditures, and managing petty cash.
Coordinating staff leave, absences, and mandatory training attendance.
Adhering to relevant policies including Data Protection, Health and Safety, and confidentiality guidelines.
Developing and maintaining the department's intranet website (training provided).
Contributing to internal and external information distribution and using departmental databases for reporting.
Performing other duties as necessary to ensure smooth service operation.
Person Specification
Experience
* Knowledge of administrative procedures, including finance.
* Experience working in complex organizations.
* Proficiency with databases and report generation.
* Understanding of diversity and patient involvement issues.
* Skills in word processing, spreadsheets, and database use.
* Excellent communication skills, both written and verbal.
* Previous administrative experience, ideally in health or social care settings.
* Knowledge of the NHS and experience working with diverse populations.
Skills & behaviours
* Organized, proactive, and able to work independently.
* Effective team player with strong interpersonal skills.
* Personable, patient, flexible, and discreet.
* Willing to learn new skills and committed to quality service and equality principles.
* Reliable, honest, and maintains confidentiality.
Qualifications
* GCSEs in English and Maths or equivalent.
* Willingness to undertake relevant training.
#J-18808-Ljbffr