Staff Side Administrator

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

Job summary

A prominent healthcare provider in Manchester is looking for a Staff Side Administrator to provide essential administrative and secretarial support within a dynamic team setting. Key responsibilities include managing diaries, organizing meetings, and maintaining effective communication with stakeholders. Ideal candidates will possess strong organizational skills, IT proficiency in Microsoft Office, and relevant administration experience. This position offers an annual salary ranging from £27,485 to £30,162, reflecting the dedication to delivering high-quality care alongside a supportive work environment.

Qualifications

• GCSE pass in Maths & English.
• NVQ Level 3 in business administration or equivalent or demonstratable office/administration experience.

Responsibilities

• Provide efficient administrative and secretarial support to the Staff Side office.
• Organize and manage diaries for Staff Side Chair and Secretary.
• Handle correspondence and maintain filing systems.
• Prepare agendas, minutes, and action notes for meetings.

Job description

Staff Side Administrator

The closing date is 10 December 2025

As Staff Side Team Administrator the post holder will deliver an efficient and effective administration and secretarial service for the Staff Side office. They will work as part of a dynamic team flexibly to contribute to the smooth functioning of the systems underpinning the service users. The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative and excellent time-management. The ability to multi-task is also essential.

Key stakeholders include Staff Side Chair, Secretary and Officers, trade union representatives, trade union members and managers.

Main duties of the job

Provide efficient administrative and secretarial support to the Staff Side office, ensuring smooth operations in a busy environment. The role requires initiative, excellent time management, and the ability to work independently.

• Diary & Meeting Management: Organize and manage diaries for Staff Side Chair and Secretary, arrange meetings (including complex ones), book rooms and travel, and support event planning.
• Administrative Support: Handle correspondence, maintain filing systems (electronic and paper), manage stationery, type documents, and Microsoft packages and electronic systems.
• Inbox & Communication: Manage shared inbox, draft responses, handle urgent/confidential matters, and act as point of contact for stakeholders.
• Documentation: Prepare agendas, minutes, and action notes for meetings; take accurate notes during calls and meetings.
• Information Management: Maintain secure electronic filing systems, ensure GDPR compliance, support project analysis and work programmes.
• Job Evaluation Coordination: Organise job evaluation panels and liaise with HR; may participate in panels if trained.
• Stakeholder Relationships: Maintain constructive relationships with trade union representatives, members, managers, and other stakeholders.
• Continuous Improvement: Contribute to developing and improving administrative systems & processes.
• Ability to multi-task, work under pressure, and handle sensitive information with discretion.
• Strong organizational, communication, and IT skills.

About us

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.

Job responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.

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.

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.

Person Specification

Qualifications

• GCSE pass in Maths & English
• NVQ Level 3 in business administration or equivalent or demonstratable office/administration experience

Experience and Knowledge

• Significant secretarial experience in a busy office environment.
• Experience of working with administrative procedures and systems, most of which are non-routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving
• Ability to accurately maintain records and electronic filing systems.
• Able to plan own workload and prioritise work following local policy
• Aptitude to take and transcribe minutes
• Understands and adheres to the need for confidentiality
• Professional manner, able to deal confidently and competently with all levels of staff and senior management
• Ability to deal appropriately with confidential and/or sensitive information, escalating to relevant Trade Union as appropriate
• Excellent interpersonal skills, the ability to communicate effectively with all levels of staff internally/externally
• Ability to remain calm under pressure
• Collaborative approach and good team worker
• Ability to apply sound judgement within parameters of role
• Ability to work under own initiative and unsupervised, escalating as appropriate
• Hard working and diligent
• Previous NHS experience
• Knowledge of Trade Unions
• Ability to influence others to reach a desired outcome

Skills

• Working knowledge of Microsoft Office programmes such as Microsoft Outlook, Word, Excel, Access, PowerPoint, Teams
• Accurate typing skills with the ability to produce well-presented work with a short turn around
• Advanced Word, Excel

Employer name

Manchester University NHS Foundation Trust

£27,485 to £30,162 a year per annum (pro rata)