Job summary

Planned Interview Date:

13/01/2025

An exciting opportunity has arisen at NPIC (National Pathology Imaging Cooperative) based at LTHT for a Admin officer, the candidate will work closely with the Centre Manager and a member of the operations team to realise the ambitions of NPIC and its partners. NPIC works collaboratively with Hospital Trusts, Universities and commercial companies ranging from spinouts and SMEs to large multinationals to expand to use and impact of digital pathology and artificial intelligence. Our Operations team plays a vital role realising our ambitions through supporting our Research and Deployment teams.

Main duties of the job

As part of this post a successful candidate will support the Centre Manager in the routine running of the centre, this will include scheduling and supporting meetings, receiving deliveries and liaising with wider trust departments such as IT and facilities. The NPIC centre encompasses high spec conference/event facilities and training rooms and there will be increasing opportunities to be involved in the organising, planning and delivery of events. The candidate will also be excepted to handle routine enquiries via email and phone and be located at the reception in the NPIC centre. As part of this role there will be a requirement to engage with senior members of trust and external stakeholders and any successful candidate should be comfortable doing this.

About us

Leeds Teaching Hospitals NHS Trust has been at the forefront of Digital Pathology research and innovation for over 15 years. A £50m initiative from Office for Life Sciences and the Industrial Strategy Challenge Fund has led to the scale-up of the programme NPIC. NPIC builds on that advanced starting position, uniting a consortium of academic, clinical and industry partners with a common vision - to create a world-leading centre for digital pathology and artificial intelligence (AI) on which a UK industrial sector can grow and thrive. NPIC is multidisciplinary and highly motivated team that is working to deliver these challenging ambitions, as a part of this team you can expect a supportive environment and management that is receptive to the needs of individuals and allows for continued development through training and opportunities to be involved diverse aspects of a multimillion pound program .

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

JOB DETAILS

Job Title: Administrative Officer

Reports to: Office Manager

Band: 3

Department: NPIC

Location : NPIC Centre, Robert Ogden, St James

AfC Job No: 740

2. JOB PURPOSE/SUMMARY

To provide administrative and clerical support to NPIC.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to NPIC. He/she 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 her/his own work on a day-to-day basis within the overall demands and priorities of the department.

3. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

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.)

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

GCSE in English and Maths or Equivalent

Desirable

Basic computer/typing qualifications

Skills & behaviours

Essential

Well organised and able to work on own initiative Able to work effectively as part of a small team. Good interpersonal skills and able to relate effectively to a wide range of people. Importance of maintaining confidentiality.

Experience

Essential

Knowledge of a wide range of administrative procedures including finance. Understanding of working in a complex organisation. Knowledge of databases and how to generate reports.

Desirable

Competent in using other software (such as Access databases and web authoring software

Other criteria

Essential

Good written and verbal communication skills.