Administration Assistant/PA

The Christie NHS FT; Manchester; On-site; GBP 27,000 - 31,000; Full time

Job summary

A leading healthcare institution in Manchester is seeking an Administrator to oversee the day-to-day administration of clerical services. The ideal candidate will coordinate staffing rotas, manage attendance records, and provide support in HR processes. A strong background in administration, good IT skills, and knowledge of NHS procedures are essential. The role offers a salary range of £27,485 to £30,162 per annum pro rata, providing a structured and supportive work environment.

Qualifications

• Secondary-level education in Maths and English is required.
• NVQ level 4 or equivalent in business administration preferred.
• Previous administrative experience in healthcare is necessary.

Responsibilities

• Coordinate the ongoing administration processes for recruitment and selection.
• Manage weekly/monthly attendance recording for the administration team.
• Plan and coordinate administration staff to ensure operational services are maintained.

Skills

Good keyboard skills

Organisational ability

Ability to prioritise workload

Self-motivated

Negotiating skills

Education

GCSE Maths and English at C-grade or above

NVQ level 4 in business administration

Tools

Microsoft Office

Job description

The post holder will Co-ordinate and over-see the day to day running of the admin and clerical services. Be able to work autonomously with support from the Support Manager, scheduling and planning of staffing rotas using multiple computer systems. You must be able to demonstrate the ability to work to tight deadlines and prioritising own workload in order to achieve these deadlines.

There will be an element of PA cover for the Service manager and deputy service manager and must have good written, verbal and keyboard skills they also will assist the support manager in HR processes and contribute towards continuous improvement of the service.

The team is made up of 1x Directorate Operations Manager 1x Assistant Service Manager 1x Support Manager and 2x Team leaders.

We offer a friendly environment across our 9 Admin and Clerical services.

Main duties of the job

The post holder will Co-ordinate and over-see the day to day running of the admin and clerical services. Be able to work autonomously with support from the Support Manager, scheduling and planning of staffing rotas using multiple computer systems. You must be able to demonstrate the ability to work to tight deadlines and prioritising own workload in order to achieve these deadlines.

There will be an element of PA cover for the Service manager and deputy service manager and must have good written, verbal and keyboard skills they also will assist the support manager in HR processes and contribute towards continuous improvement of the service.

About us

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Job responsibilities

DUTIES AND RESPONSIBILITIESPlanning and Service delivery Co-ordinates the ongoing administration process for the recruitment andselection of Administration staff, working closely with the management teamincluding setting up interviews and completing the necessary paperwork for theappointment. Co-ordination of weekly/monthly attendance recording for the Administrationteam, ensuring this is entered onto the Trusts system each month (includingannual leave, sickness absence and hours worked); following the agreedprocedure, ensuring this is up to date for specific deadlines each month. To be responsible for the weekly rotas of administration staff To plan and co-ordinate administration staff, to ensure operational servicesacross the Trust are maintained. To plan and organise own workload without direct supervision and to undertakeduties delegated by the Support Manager and senior management team To deputise in the absence of the Support Manager To facilitate meetings on behalf of the Support Manager and senior managementteam

Person Specification

QUALIFICATIONS

• Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
• National Vocational Qualification (NVQ) level 4 or equivalent in business administration
• Evidence of further development

EXPERIENCE

• Previous administrative and clerical experience in a hospital / community health care environment
• Previous experience of supervising staff
• Evidence of working autonomously and as part of a team
• Proven experience of working to deadlines
• Experience in diary management
• Experience in minute taking/secretarial experience
• Experience of recruitment and selection process
• Good knowledge of clinical governance and risk management processes
• Proven ability to meet performance standards
• Good knowledge for the health record management

SKILLS

• Good keyboard skills and IT literate (familiar with Microsoft Office software packages)
• Organisational ability
• Ability to prioritise workload
• Ability to work proactively both in isolation or as part of a team
• Self-motivated and productive without constant supervision
• Negotiating and influencing skills

KNOWLEDGE

• Knowledge of NHS administrative procedures including recruitment and selection process
• Understanding of the importance of data protection and confidentiality
• Understanding of the General Data Protection Regulation 2018
• Knowledge of Trust policies and procedures
• Knowledge of PowerPoint

VALUES

• Ability to demonstrate the organisational values and behaviours

OTHER

• Attention to detail and accuracy
• Ability to work under pressures
• Ability to follow standard operating procedures or policies
• Adaptable to change and flexible in approach to new procedures or working practices
• Ability to interpret performance information and develop action plans to support improvement

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£27,485 to £30,162 a yearper annum pro rata