Senior Team Administrator

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Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

ROLES AND RESPONSIBILITIES

• Maintain up-to-date personnel records for all Greater Manchester Team members including personal contact details, confidential records, CV's etc.
• Provide high quality administrative support to the team including minute taking and distribution of such in a timely manner
• Manage electronic staff records (ESR)
• Meeting scheduling and diary management
• Provide a high level, professional and confidential Personal Assistant service, covering all aspects of secretarial, administrative and organisational support
• Co-ordinate administrative and secretarial services; including for example, the preparation of agendas and minutes, taking appropriate follow-up action as required.
• Undertake coordination and collation of board papers to support delivery.
• Create, develop and maintain good office systems essential to the smooth running of the Greater Manchester Cancer

Communication and support

• Assist the Associate Director in the planning and preparation of regular Board meetings for Greater Manchester Cancer. Facilitate effective communication and co-ordination of activities between members of Greater Manchester Cancer, local, regional and national agencies.
• Support and maintain key information on the Greater Manchester Cancer Website on behalf of the Associate Director and Programme Leads.
• Deal with a range of enquiries taking appropriate action and liaising with relevant staff.

Finance

• Assist in the tracking of the Greater Manchester Cancer invoices and full expenditure in accordance with Trust policy and send all invoices to the finance office for prompt authorisation of monthly expenditure.
• Monitoring of stock/stationary to maintain smooth transition of business practices.

Other

• To maintain a legal responsibility for all records (including staff health, financial, personal and administrative) gathered or used as part of your work within the organisation and comply with Data Protection Act.
• To maintain a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions, by co-operating with management to enable the Trust to meet its own legal duties and to report any circumstances that may compromise the health, safety and welfare of those affected by the Trust undertakings.
• To confidentiality. This duty lasts indefinitely and will continue after you leave employment.

Person specification

Qualifications

Essential criteria

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Desirable criteria

• Educated to degree level

Experience

Essential criteria

• Previous PA Experience
• Significant administrative/ secretarial experience including initiating and maintaining office systems.

Desirable criteria

• Office management and supervisory experience

Skills

Essential criteria

• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
• Able to work autonomously as well as part of a team
• Able to prioritise work and meet deadlines
• Willingness to develop the role
• Positive and flexible approach to work
• Clear communicator with excellent writing skills i.e. minute taking
• Professional and confidential manner
• Adept at managing a busy and diverse workload

Knowledge

Essential criteria

• Working Knowledge of medical terminology

Desirable criteria

• Has an understanding of cancer services in Greater Manchester

Values

Essential criteria

• Committed to quality in all that they do
• Values diversity and difference and promotes equality of opportunity
• Committed to working to help colleagues deliver better outcomes for patients
• Operates with integrity and openness
• Committed to personal development and supporting others to do the same
• Energetic and enthusiastic, capable of generating enthusiasm in others
• Challenges received wisdom and acceptance of the status quo
• Evidence of continuing personal development

Other

Essential criteria

• Can manage own workload
• Can make informed decisions in the absence of complete information
• Can work to demanding and changing timescales

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, 182.4KB)
• 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)