Senior Administration Assistant

Job description

Job 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 Directorate Board and Group Leaders 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 invoice request forms and processes cheques and cheque requests.
• Carries out invoice approvals via integra.
• Oversees the maintenance of stock control for stationary.
• Required to generate non-stock requisitions and call off orders, liaises with Requisition and Supplies and Stores.
• Carries out monthly checks of Cresta Spreadsheets for price updates on Study Leave Spreadsheet.

3. Staffing

• Inputs overtime and allowances into e-Pay.
• Checks for accuracy travel expenses that have been entered into e-Pay.
• Inputs attendance recording and terminations into ESR.
• Completes Electronic Change of Establishment (eCOEs) at the request of the CMPE management
• Calculates staffs annual leave entitlements as and when required.
• Completes administrative local inductions for new starters.
• Communicates all New Starter/Leaver details to other admin staff via tracking system.
• Responsible for keeping updated versions of JDs through communications with sub groups for continuous update on staffing spreadsheet.
• Is able to cover for other administrative staff during working hours and in their absence as and when required.

4. General Administration Duties

• On an annual basis, checks and updates COSHH sheets stored in open plan.
• Completes the directorate balanced score card on a monthly basis.
• Prepares own work procedures and also produces and maintains the standard operating procedures for the admin group.
• Ensures archiving procedures are followed and completed if required and annually.
• Uses own initiative in organising own workload.
• Automatically covers for Secretary in periods of high pressure.
• Handles confidential situations or paperwork with respect and responsibly.
• Is able to work on own initiative and prioritises own workload.
• Demonstrates the agreed set of values and accountable for own attitude and behaviour.
• 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

Essential

• NVQ Level 4 in management/ business studies
• A comprehensive general education to GCSE standard particularly in English and Maths

Desirable

• Evidence of additional relevant qualifications - NVQ or similar in Management/business studies ITQ qualification

Experience

Essential

• Experience in business & administrative

Desirable

• Experience of using in-house databases
• Experience of audio typing
• Experience of desk top publishing
• Previous supervisory experience

Skills

Essential

• 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
• Computer literacy skills

Desirable

• Awareness of Medical Physics terminology

Knowledge

Essential

• Sound knowledge and familiar a with a range of software including Word, Excel, Powerpoint and Access
• E-mail and web browsers
• Good understanding of IT

Values

Essential

• Ability to demonstrate the organisational values and behaviours

Other

Essential

• 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

Desirable

• Willing to attend training courses appropriate to the role

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.

Employer details

Employer name

The Christie NHS FT

Address

CMPE Admin - D00031

Manchester

M20 4BX

Employer's website

https://www.christie.nhs.uk/ (Opens in a new tab)