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    Administrative Officer - Leeds, United Kingdom - Leeds Teaching Hospitals

    Leeds Teaching Hospitals
    Leeds Teaching Hospitals Leeds, United Kingdom

    6 days ago

    Default job background
    Permanent
    Description

    Job summary

    The post holder will deliver the systems and processes to ensure the Trust provides an effective Bereavement Service to our patients relatives. They will provide support and sympathetic assistance to bereaved relatives and carers ensuring all contacts are handled in a caring professional manner.

    Planned Interview Date: 15th May 2024

    Main duties of the job

    The post holder will be responsible for the provision of a full and effective administrative and clerical support service within Bereavement Services. The post holder will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan their own workload on a day-to-day basis within the overall demands and priorities of the department.

    The post holder will act as a liaison between external stakeholders, Coroners, Registrars and funeral directors.

    About us

    The successful candidate will be able to demonstrate their ability to commit to and role model our agreed Trust wide values and behaviours, The Leeds Way, and apply our continuous improvement methodology, The Leeds Improvement Method.

    Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

    Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

    Job description

    Job responsibilities

    Acting as a role model and champion of patient, carer and public involvement within the Trust.

    Taking direct responsibility for dealing with issues of a complex or sensitive nature.

    Providing advice on Bereavement processes and procedures to CSUs that demonstrates an understanding of complex project and operational processes.

    Providing advice on the implementation of the Trusts Care after Death and Bereavement policy to CSUs.

    Analysis of data and communication of contentious information in a sensitive and professional way.

    Providing advice on the local delivery of operational services within clinical teams to Matrons and to divisional and directorate teams. Providing direct

    support to managing change and communicating challenging information across all Trust sites in a consistent and professional way

    To provide 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

    To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.

    To provide administrative support for meetings as required organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes.

    To attend and service meetings as required. This could include welcoming participants, organising refreshments and taking minutes and typing them up and circulating them after approval.

    To maintain and update mail-outs and labels for Trust and staff departments, advisory group members and voluntary and community organisations and organising electronic or paper mail-outs to such groups as required (typing, copying and posting etc.)

    Demonstrates a commitment to ensure that the Bereavement service provides a responsive support to bereaved relatives and carers as well as to internal and external stakeholders.

    To liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary.

    To monitor stock levels and re-order stationery and office supplies as required, and non-stock items as necessary.

    To record departmental expenditure and petty cash requisitions, produce monthly updates and check against financial statements. Collect petty cash as necessary.

    To co-ordinate and keep records of staff leave, absences and attendance at mandatory fire training.

    To adhere to relevant Statutory Instruments and Trust policies and guidelines Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines.

    To maintain and develop the departments web site on the Trust intranet. (Training will be given)

    To contribute to the production of information for distribution across the Trust and to other relevant organisations.

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

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

    Person Specification

    Qualifications

    Essential

  • Educated to GCSE Level
  • Basic computer / typing qualification

    • Experience

    Essential

  • Knowledge of legal requirements following death
  • A good awareness of and understanding of issues surrounding diversity and patient involvement
  • Work experience in a health or social care setting
  • Knowledge of a wide range of administrative procedures
  • Previous experience in related field (Bereavement Services / Funeral Directors / Local Authority)

    • Skills & behaviours

    Essential

  • Commitment to principles of equality and diversity.
  • Importance of maintaining confidentiality
  • Well organised, able to prioritise and to work on own initiative.
  • Good interpersonal skills and able to relate effectively to a wide range of people
  • Good written and verbal communication skills
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