Job summary
We are pleased to offer an exciting 6-month secondment opportunity for a highly organised and proactive Executive Assistant to join the Trust Admin Department, providing high-level support to our Executive Directors.
Main duties of the job
About the Role
This secondment will offer the successful candidate a unique opportunity to work at the heart of the organisation, supporting strategic leadership and contributing to the smooth running of executive functions. You will be responsible for:
o Providing comprehensive diary management and administrative support to Executive Directorso Preparing agendas, minutes, and documentation for meetingso Coordinating communications and ensuring timely responses to internal and external stakeholderso Supporting project work and assisting with the delivery of key prioritieso Always maintaining confidentiality and professionalism
About YouWe're looking for someone who:o Has proven experience in a senior administrative or Executive Assistant roleo Demonstrates excellent organisational and communication skillso Is confident managing competing priorities in a fast-paced environmento Has a proactive approach and can work independently as well as part of a teamo Is proficient in Microsoft Office and comfortable with digital tools
What We Offero A chance to develop your skills and experience in a dynamic, high-profile settingo Supportive team environmento Opportunities to contribute to meaningful work at a strategic levelThis secondment is ideal for someone looking to broaden their experience and gain insight into executive-level operations within the Trust.
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 description
Job responsibilities
Responsibilities of the Role
The post-holder responsibilities include, but are not limited to:
Provide an initial meet and greet reception service to all visitors to the trust administration offices and meeting centre. Communicate with staff, patients, public and external agencies. Provide a comprehensive secretarial service to Trust Administration Executive Directors. Exercise judgement when dealing with enquiries. Analyse information to resolve problems when making appointments, diary clashes for the Executive Directors. Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference. Ability to manage own workload due constant interruptions due to being the initial contact for external visitors for the Executive Directors and the trust meeting roomsAppropriately produce and disseminate a variety of correspondence / documentation, some of which is highly confidential. Process incoming correspondence and distribute to appropriate areas, including charitable donations. Ensure that cheques and cash that are received are dealt with appropriately and following audit guidelines. Collate and distribute papers to external organisations on behalf of the Executive Directors e.g. Director of Operations Meeting, Director of Finance Meeting, Management Board papers. Ensuring rooms are booked for the meetings which are held at external venues. Organise and schedule meetings for the Executive Directors and maintain an up-to-date diary for appointments and meetings. Arrange travel/accommodation for the Executive Directors attending conferences, courses and meetings. Ensuring that trust policy is adhered to. Maintain accurate diary bookings for the trust administration meeting centre and be responsible for the Condeco electronic booking system. Develop a standard operating framework for the meeting room centre. Input attendance onto the electronic staff record (ESR) for the Executive Team members on a monthly basis. Be responsible for the requisition and ordering of all supplies and stationery for the Trust Administration using the e-procurement system and ensuring stocks are maintained. Ensure all equipment is adequately maintained and arrange for repair or replacement of faulty machinery. Process catering orders as required. Process orders for the software/consumables for all trust administration and meeting room equipment. Attend appropriate training and education sessions at the request of the line manager, in addition to mandatory training. Work with managers and administrative staff to review working practices and identify new improved ways of working and find solutions to problems. Undertake monthly review of fire safety regulations in the trust administration and meeting centre areas.
Other Responsibilities: Follow risk management procedures at all times, including the identification, assessment and management of risk within the division. To abide by all trust policies and procedures. To be responsible for own professional/personal development, including participating in appraisal and personal development planning.
Job description
Job responsibilities
Responsibilities of the Role
The post-holder responsibilities include, but are not limited to:
Provide an initial meet and greet reception service to all visitors to the trust administration offices and meeting centre. Communicate with staff, patients, public and external agencies. Provide a comprehensive secretarial service to Trust Administration Executive Directors. Exercise judgement when dealing with enquiries. Analyse information to resolve problems when making appointments, diary clashes for the Executive Directors. Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference. Ability to manage own workload due constant interruptions due to being the initial contact for external visitors for the Executive Directors and the trust meeting roomsAppropriately produce and disseminate a variety of correspondence / documentation, some of which is highly confidential. Process incoming correspondence and distribute to appropriate areas, including charitable donations. Ensure that cheques and cash that are received are dealt with appropriately and following audit guidelines. Collate and distribute papers to external organisations on behalf of the Executive Directors e.g. Director of Operations Meeting, Director of Finance Meeting, Management Board papers. Ensuring rooms are booked for the meetings which are held at external venues. Organise and schedule meetings for the Executive Directors and maintain an up-to-date diary for appointments and meetings. Arrange travel/accommodation for the Executive Directors attending conferences, courses and meetings. Ensuring that trust policy is adhered to. Maintain accurate diary bookings for the trust administration meeting centre and be responsible for the Condeco electronic booking system. Develop a standard operating framework for the meeting room centre. Input attendance onto the electronic staff record (ESR) for the Executive Team members on a monthly basis. Be responsible for the requisition and ordering of all supplies and stationery for the Trust Administration using the e-procurement system and ensuring stocks are maintained. Ensure all equipment is adequately maintained and arrange for repair or replacement of faulty machinery. Process catering orders as required. Process orders for the software/consumables for all trust administration and meeting room equipment. Attend appropriate training and education sessions at the request of the line manager, in addition to mandatory training. Work with managers and administrative staff to review working practices and identify new improved ways of working and find solutions to problems. Undertake monthly review of fire safety regulations in the trust administration and meeting centre areas.
Other Responsibilities: Follow risk management procedures at all times, including the identification, assessment and management of risk within the division. To abide by all trust policies and procedures. To be responsible for own professional/personal development, including participating in appraisal and personal development planning.
Person Specification
Experience
Essential
- Current experience of administrative/secretarial work with advanced keyboard skills.
- Computer literate with a good working knowledge of Microsoft Office applications including spreadsheets, PowerPoint and internet/email.
- Previous NHS experience Previous experience of working as a Secretary/Personal Assistant.
Qualifications
Essential
- Knowledge of secretarial techniques to RSA level III or equivalent
Desirable
- Evidence of additional relevant qualifications e.g. business administration, IT qualifications
Skills
Essential
- Excellent command of English grammar and written communication skills.
- Organisational ability to work to tight deadlines and under pressure, re- prioritising workload in response to changing circumstances.
- Ability to work as a member of a multidisciplinary team.
Knowledge
Essential
- Ability to demonstrate Trust values & behaviours
- Excellent communication and interpersonal skills.
- Ability to deal tactfully with potentially difficult and complex issues.
- Demonstrates flexibility in adapting to evolving work practices and staying current with rapidly changing IT applications.
- Able to take initiative and generate ideas
Other
Essential
- Ability and willingness to learn
Experience
Essential
- Adept at managing a diverse and busy workload.
Person Specification
Experience
Essential
- Current experience of administrative/secretarial work with advanced keyboard skills.
- Computer literate with a good working knowledge of Microsoft Office applications including spreadsheets, PowerPoint and internet/email.
- Previous NHS experience Previous experience of working as a Secretary/Personal Assistant.
Qualifications
Essential
- Knowledge of secretarial techniques to RSA level III or equivalent
Desirable
- Evidence of additional relevant qualifications e.g. business administration, IT qualifications
Skills
Essential
- Excellent command of English grammar and written communication skills.
- Organisational ability to work to tight deadlines and under pressure, re- prioritising workload in response to changing circumstances.
- Ability to work as a member of a multidisciplinary team.
Knowledge
Essential
- Ability to demonstrate Trust values & behaviours
- Excellent communication and interpersonal skills.
- Ability to deal tactfully with potentially difficult and complex issues.
- Demonstrates flexibility in adapting to evolving work practices and staying current with rapidly changing IT applications.
- Able to take initiative and generate ideas
Other
Essential
- Ability and willingness to learn
Experience
Essential
- Adept at managing a diverse and busy workload.
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.
