Business Administration Support Assistant

Job overview

The Clinical Support & Specialist Surgery Division at The Christie NHS Trust are looking for a positive and enthusiastic member to join our friendly and pro-active team. We are looking for an individual who is experienced in providing administrative support to the teams and can prioritise their own workload.

The successful applicant will work with the Divisional PA and support the management team with general administrative duties and the Critical Care Outreach team with organising their education and policy management programme.

Main duties of the job

There will be an expectation that the person has exceptional organisation skills and is flexible and has a high standard of Microsoft packages.

You will be an excellent communicator who is reliable and able to work under pressure.  We are looking for an individual who above all, is driven to deliver high quality service for each of our patients.

Detailed job description and main responsibilities

Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.

Circulate communications via e-mail to clinical teams and individual staff members, ensuring that staff are kept up to date with departmental and Trust developments.

Undertake typing, photocopying, filing, laminating, distribution of information and other paperwork required by the Lead Nurse or Matrons as per departmental needs.

Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper, with effective confidential document controls maintained using the pharmacy document system, making use of technology with the ultimate aim of creating a paper‑free office.

Deal with all incoming and outgoing mail, including processing, distributing, and responding within agreed time limits.

Provide administrative support for departmental workforce activities including booking rooms for interviews, photocopying recruitment packs, and inputting information on the ESR system including new starters, promotions, transfers, and terminations.

Contribute to the collection of departmental data, collated both manually and by software systems.

Book travel and accommodation, catering, and room bookings for the team, following Trust procedures as required.

Organise departmental meetings using the Trust online meeting room system to book rooms. Liaise with attendees regarding suitability of dates and times to ensure meetings have the necessary attendance.

Take minutes for internal meetings including departmental staff group meetings. Check draft minutes with the chairperson and circulate to staff. Liaise with the chairperson regarding agenda creation and distribution.

Prioritise own tasks and workload to ensure deadlines are met and work is actioned in a timely manner.

Exchange information with staff both internally and externally on a variety of departmental matters and procedures.

Ensure all work activities are conducted in line with existing Trust and departmental policies and procedures. Comment on proposals for changes to administrative processes. Assist with administrative support for departmental education and training leads including booking rooms for education events and meetings, circulating study packs before and after events, answering staff queries, and acting as the point of contact for undergraduate students on placements.

Undertake other related administration duties as required in accordance with changing departmental and organisational needs.

Maintain exemplary standards of confidentiality at all times, in line with the Data Protection Act, Caldicott Principles, and the Freedom of Information Act, including preparation of confidential staff documents.