Senior Administration Assistant

The Christie NHS Foundation Trust; Manchester; Hybrid; GBP 12,000 - 18,000; Part time

Job summary

The Christie NHS Foundation Trust is seeking a Senior Administration Assistant to support a large directorate of 300+ staff. The role includes confidential admin, invoicing, governance and workforce administration, with opportunities to streamline processes and adopt digital ways of working.

Part-time, 20 hours per week, with most work on site at The Christie and some flexible home working. A supportive team environment and opportunity to shape administrative services are offered.

Qualifications

• BTec/NVQ Level 4 in management/business studies or equivalent.
• General education to GCSE standard in English and Maths.
• Evidence of additional relevant qualifications – ITQ/related management qualification.

Responsibilities

• Provide confidential administrative support to the Directorate and peers.
• Manage invoicing, procurement and study leave administration.
• Coordinate onboarding, leavers and workforce administration processes.
• Develop and improve admin processes and digital ways of working.
• Cover for other admin staff when needed.

Skills

Excellent communication

Organisational skills

Proactive

Work under pressure

Education

BTec/NVQ Level 4 in management/business studies

GCSE English and Maths

ITQ qualification in management/business studies

Tools

Microsoft Office

In-house databases

Job description

We are the Administration team of Christie Medical Physics & Engineering (CMPE), based at The Christie in Manchester.

We're looking for an organised, proactive and improvement-focused Senior Administration Assistant to join us.

You'll play a key part in supporting the day-to-day operation of a large directorate of over 300 staff, coordinating workforce administration, financial processes, governance activities and operational support that enables clinical and technical teams to deliver excellent services.

As part of our ongoing programme to modernise administrative services, you'll also have the opportunity to help improve how we work. We're actively reviewing processes and embracing digital technologies to streamline routine tasks. We're looking for someone who enjoys finding better ways of working and wants to help shape the future of our administrative function.

You'll be part of a supportive team where your ideas will be valued and where you'll have the opportunity to develop a broad understanding of operations within a specialist NHS service.

The post available is established as part time (20 hours per week) and we aim to accommodate flexible working requests. The majority of the work will be on site at The Christie but some working from home will be supported where this does not interfere with the role.

Main duties of the job

CMPE deals with a wide range of professional, technical and medical staff both locally and in the North West Region and on occasions supports with telephone patient enquires.

• Ensuring sensitive and confidential information is dealt with in an appropriate manner.
• Supporting financial processes including procurement, purchase orders, invoices, expenses and study leave administration.
• Organising meetings, preparing documentation and maintaining governance records.
• Supporting managers with workforce administration including onboarding, leavers and system updates.
• Helping develop and improve administrative processes, standard operating procedures and digital ways of working.
• Providing deputy support to the Directorate Administrator.

Working for our organisation

The Christie is one of Europe’s leading cancer centres, looking after more than 64,000 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 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK’s National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

GENERAL OFFICE

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.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder which may be reviewed in the light of experience and developments within the service commensurate with the grade of the post. This job description is subject to regular review and appropriate modification. Any review will be undertaken in conjunction with the post holder.

Person specification

Qualifications

• BTec/NVQ Level 4 in management/business studies
• A comprehensive general education to GCSE standard particularly in English and Maths
• Evidence of additional relevant qualifications – NVQ or similar in Management/business studies ITQ qualification

Experience

• Experience of Microsoft Office Applications
• Experience of working in an Administrative environment
• Experience of using in-house databases
• Previous supervisory experience

Skills

• 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
• Some awareness of Medical Physics terminology

Knowledge

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

Values

• Ability to demonstrate the organisational values and behaviours

Other

• 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
• 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.

Application Information - 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.

Sponsorship Information -We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications.Please be aware, not all roles are eligible for sponsorship.You can review the list of eligible role and requirements on thegovernment website.

Pre-Employment Checks -To confirm your suitability for the role, we will carry out pre-employment checks in line withNHS Employment Check Standards . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide theirHMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on currentgovernment guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

If You're Offered the Role - you will be 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.

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.

Sponsorship Information -We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications.Please be aware, not all roles are eligible for sponsorship.You can review the list of eligible role and requirements on thegovernment website.

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

Additional Information - 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.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

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