Staff Side Administrator

Job overview

As Staff Side Team Administrator the post holder will deliver an efficient and effective administration and secretarial service for the Staff Side office. They will work as part of a dynamic team flexibly to contribute to the smooth functioning of the systems underpinning the service users. The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative and excellent time-management. The ability to multi-task is also essential.

Key stakeholders include Staff Side Chair, Secretary and Officers, trade union representatives, trade union members and managers.

Main duties of the job

Provide efficient administrative and secretarial support to the Staff Side office, ensuring smooth operations in a busy environment. The role requires initiative, excellent time management, and the ability to work independently.

• Diary & Meeting Management: Organize and manage diaries for Staff Side Chair and Secretary, arrange meetings (including complex ones), book rooms and travel, and support event planning.
• Administrative Support: Handle correspondence, maintain filing systems (electronic and paper), manage stationery, type documents, and Microsoft packages and electronic systems.
• Inbox & Communication: Manage shared inbox, draft responses, handle urgent/confidential matters, and act as point of contact for stakeholders.
• Documentation: Prepare agendas, minutes, and action notes for meetings; take accurate notes during calls and meetings.
• Information Management: Maintain secure electronic filing systems, ensure GDPR compliance, support project analysis and work programmes.
• Job Evaluation Coordination: Organise job evaluation panels and liaise with HR; may participate in panels if trained.
• Stakeholder Relationships: Maintain constructive relationships with trade union representatives, members, managers, and other stakeholders.
• Continuous Improvement: Contribute to developing and improving administrative systems & processes.
• Ability to multi-task, work under pressure, and handle sensitive information with discretion.
• Strong organizational, communication, and IT skills.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the ‘Supporting Documents’ heading.   So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the ‘Candidate Essentials Guide’ that sits with the Job Description and Person Specification.  This document provides you with details about the Trust, our benefits and outlines how ‘we care for you as you care for others’.  Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU—for our patients, our communities, and each other.

As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application—especially personal statements and responses to role-specific questions—is written by you.  This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive.  We look forward to receiving your application.

Diversity Matters

MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post.  As an inclusive employer, we are here to support you.  If you have any special requirements to help you with your application, please contact the manager named below.