Executive Assistant and Office Manager

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Detailed job description and main responsibilities

ADMINISTRATIVE/PERSONAL ASSISTANT

• Provide a high level of professional support for the SMT in relation to activities, correspondence and diary management, communications, travel, conference organisation and general support
• Drafting, contributing to, coordinating and/or preparing, checking/proof-reading, formatting and producing high-level material such as correspondence, briefing documents, management reports, letters, and presentations, for internal and external audiences
• Manage the collation, review, and distribution of committee meeting packs, working with the SMT to ensure all information has been collated ahead of the distribution deadline
• Responsible for managing HR processes and data inputting, monitoring compliance, liaising, and working collaboratively with colleagues across to ensure best practice and compliance with policies.
• Work with the Marketing Manager on co-ordinating communications, ensuring effective and timely information cascades to colleagues
• Introduce technological solutions to the work of the office to improve efficiency where appropriate
• Foster collaboration across all services within Christie Education, across the wider Trust and with partner organisations.
• Provide business support to the SMT and deal with day to day operational issues
• Support the SMT with the development and delivery of a vision, in line with the educational strategy, ensuring that service changes meet internal and external expectations and standards.
• Provide support to the wider team in the monitoring of compliance with internal and external governance and best practice requirements
• Undertake specific areas of project work, including business cases and recruitment processes

OFFICE MANAGEMENT

• Co-ordinate repairs and maintenance of the offices working with colleagues in Estates to provide facilities to staff and students that are fit for purpose
• Responsible for ensuring that all education spaces provide a welcoming and safe environment, working alongside the Marketing Manager
• Manage and oversee the maintenance of the Christie Education staff directory and profiles, using technology to support high quality outputs
• Responsible for the development, implementation and maintenance of office practices and procedures

FINANCE AND RESOURCE MANAGEMENT

• Management of delegated budget in line with Trust standing financial instructions
• Responsible for all aspects of the management of asset registers for resources based within Christie Education, including all technology and teaching assets providing activity reports when required
• Gather, manipulate and present complex data (clinical/financial/performance) to support project development, design.
• Provide briefings, board reports and plans for discussion and implementation of policy as required.
• Using NHS procurement and finance systems holding responsibility for timely procurement of resources and account finalisation as required

LEADERSHIP

• Be responsible for the leadership, line management and day to day supervision of delegated staff, creating a positive and constructive working environment
• Effectively manage the performance and professional development of delegated staff, identifying training and development needs to support the continuous improvement
• Set standards to ensure the provision of administrative services across Christie Education, developing and reviewing appropriate policies and procedures
• Have an in-depth knowledge of current work streams and processes across Christie Education from an administrative perspective identifying recommendations for changes
• Ensure communication channels are used appropriately to facilitate the flow of information to all services across Christie Education

DATA AND QUALITY

• Support the implementation and monitoring of standards and operational policies in relation to data
• Ensure that sensitive and confidential issues, information, and data are handled in an appropriate manner, processed effectively and confidentially, ensuring compliance with GDPR and Trust regulations
• Provide analysis of complex information and data, development of processes, auditing of information, preparation of reports and presentations
• Collate information and engage in reviews by external agencies - this also includes Freedom of Information and Subject Access Requests
• Understand fully the operation of all information systems across Christie Education, to ensure continuous development of systems / processes, this will include the application of new technologies/automation
• Develop and provide regular activity and performance reports for Christie Education, ensuring that these reflect management information needs, e.g., absence statistics

PROJECT WORK

• Assist in the development of new services and support systems, to include involvement in key future projects
• Take the lead on delegated projects, delivering outcomes in a timely manner using appropriate systems and methodologies
• Undertake research, analyse information and produce reports to support the operation of the service and potential developments
• Actively engage in various working groups/committees linked to the role

OTHER

• Provide support when colleagues are absent and work to shared objectives when this is appropriate
• Work positively, flexibly, and creatively to support the whole team to achieve their objectives
• Undertake other such duties as may be determined from time to time

Person specification

Qualifications

Essential criteria

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in area such as healthcare and/or higher education

Desirable criteria

• Project Management certification, e.g. Prince2, Agile

Experience

Essential criteria

• Extensive experience of providing an EA/senior administrative service to a senior manager and/or team
• Experience of working across organizational/sector boundaries
• Staff management and leadership

Desirable criteria

• Experience working in an administrative capacity within higher education
• Experience of budget management
• NHS commissioning and procurement

Skills

Essential criteria

• Strong communication and excellent written skills
• Excellent planning and organising capabilities, with exceptional attention to detail
• Ability to draft reports using a range of data sources
• Able to work on own initiative, organising and prioritising own and others workloads
• Ability to adapt to change, and to develop services and systems to meet changing demands
• Ability to negotiate and influence change
• Active participant in project delivery
• Proven ability to respond to the unexpected and ability to make judgements around decision making
• An awareness of information governance requirements
• Actively develops themselves and supports others to do the same

Desirable criteria

• Delivery of projects using appropriate tools

Knowledge

Essential criteria

• Advanced knowledge of Microsoft software applications

Desirable criteria

• Experience of implementing process automation
• Knowledge of education delivery in healthcare

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviors

Other

Essential criteria

• Evidence of continuing professional development
• Maintain confidentiality relating to patient data and sensitive information relating to the business of the Trust
• Ability to work flexibly to meet key deadline and core service coverage

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 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.

Documents to download

• Job Description and Person Specification (PDF, 201.2KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Trust Membership - Christie Talent (PDF, 23.0KB)
• Travel to The Christie (PDF, 3.8MB)