Senior Administration Assistant

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Detailed job description and main responsibilities

1. Act as Deputy to Directorate Administrator:

• Provides a confidential administrative support to the Director, including the handling of sensitive documents.
• Acts as deputy to the Directorate Administrator in their absence and assists with supervising staff.
• Provides secretarial support to CMPE groups and their sub sections in the region.
• Produces accurate minutes for the Directorate Board and Group Leader Meetings.
• Arranges internal and external meetings when required.
• Ensures sensitive and confidential information is dealt with in an appropriate manner. CMPE deal with a wide range of professional, technical and medical staff both locally and in the North West Region and on occasions with telephone patient enquires.

2. Invoicing and other financial functions:

• Raises external invoice request forms and processes own invoices.
• Required to generate non-stock requisitions and call off orders, liaises with Requisition and Supplies and Stores.
• Carries out workflow invoice approvals via integra.
• Monitors goods received receipting for Radiopharmacy invoices. Provides details to Radioisotope Service Manager on daily basis.
• Carries out GRNs of Radiopharmacy invoices when authorised and list received from Radioisotope Service Manager.
• Processes Study Leave requests in an appropriate and timely manner.
• Oversees the maintenance and ordering of stationary stock.

3. Staffing

• Inputs overtime and allowances into e-Pay.
• Checks accuracy of staff travel expenses that have been entered into e-Pay.
• Conducts random monthly audits of expenses with Group Leaders.
• Inputs absence recording and terminations in ESR.
• Calculates staff's annual leave entitlements as and when required via ESR.
• Completes administrative local inductions for new starters.
• Updates NHS Portal Distribution Lists of any new starters and leavers.
• Is able to cover for other administrative staff during working hours and in their absence as and when required.

4. General Administration Duties

• Works closely daily and able to have a good working relationship with Directorate Administrator.
• At year end, prepares files for archiving and sends them away to secure Document Storage Facility using their specific database.
• On a daily basis, completes fire safety checks as directed.
• Collates records and updates Key Performance Indicators on Balance Scorecard for Directorate Board meetings on a monthly basis. Liaises with contributors to ensure timely completion prior to directorate boards.
• Provide details of KPI results to Head of Performance on a monthly basis.
• Prepares own work procedures and also produces and maintains the standard operating procedures for the admin group.
• Is able to work on their own initiative and organises own workload.
• Automatically covers for Directorate Administrator in periods of high pressure.
• Handles confidential situations or paperwork with respect and responsibly.
• Provides assistance and advises colleagues from other groups on Admin processes.
• Any other duties commensurate with the grade.

Person specification

Qualifications

Essential criteria

• BTec/NVQ Level 4 in management/business studies
• A comprehensive general education to GCSE standard particularly in English and Maths

Desirable criteria

• Evidence of additional relevant qualifications - NVQ or similar in Management/business studies ITQ qualification

Experience

Essential criteria

• Experience of Microsoft Office Applications
• Experience of working in an Administrative environment

Desirable criteria

• Experience of using in-house databases
• Previous supervisory experience

Skills

Essential criteria

• Excellent oral and written communication skills
• Accurate and well presented work
• Ability to work proactively or as part of a team
• Ability to manage workload and prioritise competing tasks effectively
• Computer literacy skills

Desirable criteria

• Some awareness of Medical Physics terminology

Knowledge

Essential criteria

• Sound knowledge and familiar a with a range of software including Word, Excel, Powerpoint and Access
• E-mail and web browsers
• Good working understanding of IT

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

Others

Essential criteria

• Ability to work under pressure
• Able to use own initiative
• Required to spend long periods of time at keyboard/VDU
• Ability to work with high level of concentration with frequent interruptions
• Reliable

Desirable criteria

• Willing to attend training courses appropriate to the role

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

Documents to download

• Job Description and Person Specification (PDF, 128.0KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)