Senior Administration Assistant

Job overview

We are the Administration team of Christie Medical Physics & Engineering (CMPE), based at The Christie in Manchester. We're looking for an organised, proactive and improvement-focused Senior Administration Assistant to join us. You'll play a key part in supporting the day-to-day operation of a large directorate of over 300 staff, coordinating workforce administration, financial processes, governance activities and operational support that enables clinical and technical teams to deliver excellent services. As part of our ongoing programme to modernise administrative services, you'll also have the opportunity to help improve how we work. We're actively reviewing processes and embracing digital technologies to streamline routine tasks. We're looking for someone who enjoys finding better ways of working and wants to help shape the future of our administrative function. You'll be part of a supportive team where your ideas will be valued and where you'll have the opportunity to develop a broad understanding of operations within a specialist NHS service. The post available is established as part time (20 hours per week) and we aim to accommodate flexible working requests. The majority of the work will be on site at The Christie but some working from home will be supported where this does not interfere with the role.

Main duties of the job

CMPE deals with a wide range of professional, technical and medical staff both locally and in the North West Region and on occasions supports with telephone patient enquires. You'll play an important role in keeping the Directorate running smoothly by:

• Ensuring sensitive and confidential information is dealt with in an appropriate manner.
• Supporting financial processes including procurement, purchase orders, invoices, expenses and study leave administration.
• Organising meetings, preparing documentation and maintaining governance records.
• Supporting managers with workforce administration including onboarding, leavers and system updates.
• Helping develop and improve administrative processes, standard operating procedures and digital ways of working.
• Providing deputy support to the Directorate Administrator.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

GENERAL OFFICE

• 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 the Directorate Board and Group Leader 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.
• Invoicing and other financial functions:
• Raises external invoice request forms and processes own invoices.
• Required to generate non-stock requisitions and call off orders, liaises with Requisition and Supplies and Stores.
• Carries out workflow invoice approvals via integra.
• Monitors goods received receipting for Radiopharmacy invoices. Provides details to Radioisotope Service Manager on daily basis.
• Carries out GRNs of Radiopharmacy invoices when authorised and list received from Radioisotope Service Manager.
• Processes Study Leave requests in an appropriate and timely manner.
• Oversees the maintenance and ordering of stationary stock.
• Staffing
• Inputs overtime and allowances into e-Pay.
• Checks accuracy of staff travel expenses that have been entered into e-Pay.
• Conducts random monthly audits of expenses with Group Leaders.
• Inputs absence recording and terminations in ESR.
• Calculates staff’s annual leave entitlements as and when required via ESR.
• Completes administrative local inductions for new starters.
• Updates NHS Portal Distribution Lists of any new starters and leavers.
• Is able to cover for other administrative staff during working hours and in their absence as and when required.
• General Administration Duties
• Works closely daily and able to have a good working relationship with Directorate Administrator.
• At year end, prepares files for archiving and sends them away to secure Document Storage Facility using their specific database.
• On a daily basis, completes fire safety checks as directed.
• Collates records and updates Key Performance Indicators on Balance Scorecard for Directorate Board meetings on a monthly basis. Liaises with contributors to ensure timely completion prior to directorate boards.
• Provide details of KPI results to Head of Performance on a monthly basis.
• Prepares own work procedures and also produces and maintains the standard operating procedures for the admin group.
• Is able to work on their own initiative and organises own workload.
• Automatically covers for Directorate Administrator in periods of high pressure.
• Handles confidential situations or paperwork with respect and responsibly.
• Provides assistance and advises colleagues from other groups on Admin processes.
• 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.