Admin Officer - #1659169

We have an exciting opportunity for a full-time Administration Officer within the Rheumatology Service based out of Chapel Allerton Hospital.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the Rheumatology Department. The post holder will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department. The role will demand a lot of flexibility but will offer an excellent grounding in many of the processes that run within a large outpatient department.

The main duties of the role include:

1. Providing a full clerical support service to the department 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.


2. Dealing with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals.


3. Providing administrative support for meetings as required, including organising meetings, booking rooms and refreshments, and liaising with members regarding dates.


4. Maintaining and updating mail-outs and labels for Trust and staff departments.


5. Liaising with appropriate personnel to make appointments for the Head of Service/Management team.


6. Monitoring stock levels and re-ordering stationery and office supplies as required.


7. Adhering to relevant Statutory Instruments and Trust policies and guidelines.


8. Maintaining and developing the department's website on the Trust intranet (Training will be given).


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


10. Any other duties commensurate with the grade that may be required from time to time to ensure the effective running of the service.

Speed and accuracy in typing. Accuracy needed for inputting information. Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files.

Needs to concentrate most of the time and deal with interruptions. Mental effort is required for:

1. Dealing with a wide range of enquiries.


2. Setting up meetings and organising venues.


3. Researching information for the manager.


4. Organising filing systems.


5. Preparing documents for reports.


6. Taking minutes for meetings.


7. Updating web pages.


8. Inputting information onto a database and producing reports.


9. Checking budget statements and following up discrepancies.


10. Organising and prioritising work.

Stress of keeping on top of things in an increasingly busy department.

• European Computer Driving Licence (ECDL)

• Professional attitude to work


• Ability to adapt to a change of circumstances


• Ability to manage time and workload

• Able to use PAS/Patient Centre and other LTHT systems


• Secretarial experience


• Knowledge of NHS/Trust protocols, policies and procedures

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 to check for any previous criminal convictions.