Administrative Assistant

Manchester University NHS Foundation Trust

Manchester

On-site

GBP 26,000 - 27,000

Full time

3 days ago

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Job summary

Manchester University NHS Foundation Trust (MFT) is seeking an Admin Assistant to support the UK Clinical Research Facility Network from the Manchester Clinical Research Facility. You will manage records, respond to enquiries, assist with finance processes, forms and administrative systems, and help organise meetings and events.

Join a large, inclusive Trust on a fixed-term contract of 31 months, full-time 37.5 hours per week.

Qualifications

GCSEs including English and an NVQ in Business Administration or equivalent are required.
Experience providing admin support to managers or teams is essential.
Proven ability to manage confidential information with high accuracy and discretion.

Responsibilities

Coordinate meetings, webinars, and events, including papers and notes.
Act as first point of contact for enquiries and manage the shared mailbox.
Maintain accurate records and documentation across databases and lists.
Support finance, travel, membership and contract administration activities.
Collaborate with colleagues across the UK and Ireland to support network activities.

Skills

Workload prioritisation

Attention to detail

Professional communication

Stakeholder management

Education

GCSEs including English

NVQ in Business Administration or equivalent

Tools

Microsoft Outlook

Excel

Word

MS Teams

Job description

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Main area Administration Grade NHS AfC: Band 3 Contract Fixed term: 31 months (until March 2029) Hours Full time - 37.5 hours per week Job ref 349-RES-8226156-RL4

Site Manchester Clinical Research Facility Town Manchester Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 07/09/2026 23:59

Job overview

We are looking for a proactive and organised Admin Assistant to join our friendly team. This varied role will support the day-to-day running of the UK Clinical Research Facility Network through the management of records, enquiries, finance processes, forms and administrative systems, while also providing support for meetings, events and wider team activities.
This is an excellent opportunity to develop a broad range of administrative skills within a supportive team environment.

Main duties of the job

Working as part of a small and supportive national team, you will help ensure the smooth day-to-day running of the Network by providing high-quality administrative support across a range of activities. You will be expected to manage a varied workload and maintain high standards of accuracy, confidentiality and professionalism.

Your duties will include:

Coordinating meetings, webinars and events, including scheduling, preparing papers, taking meeting notes and maintaining action logs.
Acting as a first point of contact for enquiries, managing the shared mailbox and responding to requests in a professional and timely manner.
Maintaining accurate records, databases, contact lists and shared documentation.
Supporting communications activities, including correspondence, mailing lists and the distribution of information.
Processing routine finance, travel, membership and contract administration activities.
Working collaboratively with colleagues and stakeholders across the UK and Ireland to support the delivery of the Network's activities and objectives.

Working for our organisation

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe – a great place to shape your career.
With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.
Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.
At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.
Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.
At MFT, your role matters, your impact is real, and you’re part of something bigger from day one.

Detailed job description and main responsibilities

IMPORTANT CANDIDATE INFORMATION

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification

Qualifications

At least 5 GCSEs or equivalent, including English Language
Have or be working towards an NVQ in Business Administration or equivalent

Experience

Experience of providing administrative support to managers or teams
Experience of coordinating tasks, maintaining records or trackers and working to deadlines
Experience of working with internal and external stakeholders
Experience of working to high levels of confidentiality, dealing with confidential/sensitive information
Basic finance management experience, e.g. raising purchase orders and invoices
Experience of coordinating meetings, including arranging meetings, preparing or circulating papers, and taking or recording meeting notes.
Experience of working in an academic or NHS clinical research environment

Skills