Administrative Assistant LBRC - Leeds, United Kingdom - Leeds Teaching Hospitals

Description

Job summary

The Administrative Assistant will be part of the BRC operations team providing a high level of administrative support to ensure efficient operating of the Academic Capacity Development and Patient and Public Involvement, Engagement and Participation (PPIEP) teams.

You will produce documents and analyse and collate information in different formats Word, Excel and PowerPoint whilst managing own workload and using your initiative to adhere to time scales and deadlines. You will seek to identify and offer solutions to problems and areas for improvement. You will have contact with patients and members of the public (known as Public Contributors) to provide administrative support for the PPIEP team.

The role is offered on a fixed term basis of two years and primarily office based, but post holders will be expected to work flexibly both

at home and at various locations across the city and region, when required.

Main duties of the job

The post holder will be responsible for:

Maintaining trackers for Public Contributor expenses and activities

Place orders and raise invoices

Provide admin support and coordination for Public Contributor recruitment

Processing of expenses

Admin support and coordination for updates about PPIEP and ACD activity through newsletters

Booking travel arrangements for members of the PPIEP and ACD teams

Support system and process improvements

Maintain department email inbox

Manage PPIEP activity booking

Preparing accurate minutes, chase actions and collating papers for distribution

Work autonomously on projects within the job role seeking guidance as required.

Arranging meetings and events

Provide administrative support to the senior operations team as and when needed

-Supporting front desk with reception duties covering leave and sickness when required

About us

Leeds Teaching Hospitals NHS Trust (LTHT) in partnership with the University of Leeds (UoL) has been awarded a National Institute for Health and Care Research (NIHR) Leeds Biomedical Research Centre (BRC) with funding of £19.8million for five years. This exciting investment in translational medicine represents a threefold increase in our previous funding and provides a unique opportunity to drive research which makes a difference to the health and wealth of the United Kingdom, but also to our local community. Building on our existing strength in musculoskeletal disease and engagement with patients and the public who are at the heart of all our activities, the new NIHR Leeds BRC now includes research in surgical technologies, haematology (with the University of York), cardiometabolic disease, pathology, and antimicrobial resistance.

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 responsibilities

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.

Identify problems and areas for improvement and offer solutions.

Supporting staff.

Use own initiative and judgement where appropriate, providing outcomes and solutions from a range of options for stakeholders including Public contributors and team members.

Deals with complex enquiries, investigating and researching matters thereby providing appropriate information/guidance and advice, escalating issues to relevant senior staff.

Liaises with external contacts/organisations and with internal colleagues to access appropriate information/advice as required to fulfil the role.

Work on your own, manage your own workload and use your initiative to adhere to timescales and deadlines.

Ability and experience to carry out administrative duties such as filing, faxing, cash handling, photocopying, mail handling, diary management and arranging meetings.

Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required.

Ability to analyse and collate data and use it to produce reports and newsletters.

Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.

Work flexibly.

Willing to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.

To work autonomously on projects within the job role seeking guidance as required.

-Providing administrative support for PPIEP activities and events

Qualifications

Essential

Desirable

Other

Essential

Experience

Essential

Desirable

Skills & Behaviours

Essential