Job summary
We are seeking a new member of our team to provide our senior management team with high quality administration, business and project management support, as well providing a support service to our wider education team. This will include ensuring the smooth and efficient daily running of our general office environment. Christie Education is entering a period of significant change and development and we require a highly organised individual capable of contributing to our vision whilst managing a demanding workload with competing priorities; you will be comfortable with managing and influencing change and actively participating in developments. You will also have a commitment to providing the highest quality cancer education which supports our patients, staff members, volunteers and future workforce.
The ideal candidate will be professional, proactive, and possess excellent communication skills, adept at building and maintaining strong relationships with a variety of stakeholders. This is a busy, responsible role, requiring excellent people and management skills.
This is not your standard NHS role and is a wonderful opportunity for an ambitious individual who thrives on hard work and is looking to a role which offers something beyond the ordinary.
Main duties of the job
- Drafting, contributing to, coordinating and/or preparing, checking/proof-reading, formatting and producing high-level material such as correspondence, briefing documents, management reports, letters, and presentations, for internal and external audiences
- Manage the collation, review, and distribution of committee meeting packs
- Responsible for managing HR processes and data inputting, including monitoring compliance
- Work with the Marketing Manager on co-ordinating communications
- Introduce technological solutions to the work of the office to improve efficiency
- Foster collaboration across services within Christie Education, the Trust and partner organisations.
- Support the senior team with the development and delivery of a vision, in line with the educational strategy, ensuring that service changes meet internal and external expectations and standards.
- Provide support to the wider team in the monitoring of compliance with internal and external governance and best practice requirements
- Undertake specific areas of project work, including business cases and recruitment processes
- Co-ordinate repairs and maintenance of the offices working
- Responsible for ensuring that all education spaces provide a welcoming and safe environment, working alongside the Marketing Manager
- Manage and oversee the maintenance of the Christie Education staff directory and profiles
- Management of delegated budget in line with Trust standing financial instructions
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
ADMINISTRATIVE/PERSONAL ASSISTANT
- Provide a high level of professional support for the SMT in relation to activities, correspondence and diary management, communications, travel, conference organisation and general support
- Drafting, contributing to, coordinating and/or preparing, checking/proof-reading, formatting and producing high-level material such as correspondence, briefing documents, management reports, letters, and presentations, for internal and external audiences
- Manage the collation, review, and distribution of committee meeting packs, working with the SMT to ensure all information has been collated ahead of the distribution deadline
- Responsible for managing HR processes and data inputting, monitoring compliance, liaising, and working collaboratively with colleagues across to ensure best practice and compliance with policies.
- Work with the Marketing Manager on co-ordinating communications, ensuring effective and timely information cascades to colleagues
- Introduce technological solutions to the work of the office to improve efficiency where appropriate
- Foster collaboration across all services within Christie Education, across the wider Trust and with partner organisations.
- Provide business support to the SMT and deal with day to day operational issues
- Support the SMT with the development and delivery of a vision, in line with the educational strategy, ensuring that service changes meet internal and external expectations and standards.
- Provide support to the wider team in the monitoring of compliance with internal and external governance and best practice requirements
- Undertake specific areas of project work, including business cases and recruitment processes
OFFICE MANAGEMENT
- Co-ordinate repairs and maintenance of the offices working with colleagues in Estates to provide facilities to staff and students that are fit for purpose
- Responsible for ensuring that all education spaces provide a welcoming and safe environment, working alongside the Marketing Manager
- Manage and oversee the maintenance of the Christie Education staff directory and profiles, using technology to support high quality outputs
- Responsible for the development, implementation and maintenance of office practices and procedures
FINANCE AND RESOURCE MANAGEMENT
- Management of delegated budget in line with Trust standing financial instructions
- Responsible for all aspects of the management of asset registers for resources based within Christie Education, including all technology and teaching assets providing activity reports when required
- Gather, manipulate and present complex data (clinical/financial/performance) to support project development, design.
- Provide briefings, board reports and plans for discussion and implementation of policy as required.
- Using NHS procurement and finance systems holding responsibility for timely procurement of resources and account finalisation as required
LEADERSHIP
- Be responsible for the leadership, line management and day to day supervision of delegated staff, creating a positive and constructive working environment
- Effectively manage the performance and professional development of delegated staff, identifying training and development needs to support the continuous improvement
- Set standards to ensure the provision of administrative services across Christie Education, developing and reviewing appropriate policies and procedures
- Have an in-depth knowledge of current work streams and processes across Christie Education from an administrative perspective identifying recommendations for changes
- Ensure communication channels are used appropriately to facilitate the flow of information to all services across Christie Education
DATA AND QUALITY
- Support the implementation and monitoring of standards and operational policies in relation to data
- Ensure that sensitive and confidential issues, information, and data are handled in an appropriate manner, processed effectively and confidentially, ensuring compliance with GDPR and Trust regulations
- Provide analysis of complex information and data, development of processes, auditing of information, preparation of reports and presentations
- Collate information and engage in reviews by external agencies this also includes Freedom of Information and Subject Access Requests
- Understand fully the operation of all information systems across Christie Education, to ensure continuous development of systems / processes, this will include the application of new technologies/automation
- Develop and provide regular activity and performance reports for Christie Education, ensuring that these reflect management information needs, e.g., absence statistics
PROJECT WORK
- Assist in the development of new services and support systems, to include involvement in key future projects
- Take the lead on delegated projects, delivering outcomes in a timely manner using appropriate systems and methodologies
- Undertake research, analyse information and produce reports to support the operation of the service and potential developments
- Actively engage in various working groups/committees linked to the role
OTHER
- Provide support when colleagues are absent and work to shared objectives when this is appropriate
- Work positively, flexibly, and creatively to support the whole team to achieve their objectives
- Undertake other such duties as may be determined from time to time
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in area such as healthcare and/or higher education
Desirable
- Project Management certification, e.g. Prince2, Agile
Experience
Essential
- Extensive experience of providing an EA/senior administrative service to a senior manager and/or team
- Experience of working across organizational/sector boundaries
- Staff management and leadership
Desirable
- Experience working in an administrative capacity within higher education
- Experience of budget management
- NHS commissioning and procurement
Skills
Essential
- Strong communication and excellent written skills
- Excellent planning and organising capabilities, with exceptional attention to detail
- Ability to draft reports using a range of data sources
- Able to work on own initiative, organising and prioritising own and others workloads
- Ability to adapt to change, and to develop services and systems to meet changing demands
- Ability to negotiate and influence change
- Active participant in project delivery
- Proven ability to respond to the unexpected and ability to make judgements around decision making
- An awareness of information governance requirements
- Actively develops themselves and supports others to do the same
Desirable
- Delivery of projects using appropriate tools
Knowledge
Essential
- Advanced knowledge of Microsoft software applications
Desirable
- Experience of implementing process automation
- Knowledge of education delivery in healthcare
Values
Essential
- Ability to demonstrate the organisational values and behaviors
Other
Essential
- Evidence of continuing professional development
- Maintain confidentiality relating to patient data and sensitive information relating to the business of the Trust
- Ability to work flexibly to meet key deadline and core service coverage
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.
