Job summary
We are the Administration team of Christie Medical Physics & Engineering (CMPE), based at The Christie in Manchester.
The post holder will be responsible for providing a confidential secretarial, administrative and financial service to CMPE. Good communication and organisational skills will be required. The post holder must be reliable and motivated with the ability to work without direct supervision. Confidentiality of sensitive data will be expected.
Previous experience/awareness of medical physics/health and safety/quality management system terminology would be desirable but not essential. A desire to learn on the job will be essential.
The post available is established as part time (20 hours per week, working hours 10:00 to 14:00 Monday to Friday) but 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 with telephone patient enquires. The duties include working closely with the Directorate Administrator and acts as a deputy when appropriate. Ensures sensitive and confidential information is dealt with in an appropriate manner. Provides secretarial support to directorate groups and its sub sections. Produces accurate minutes for the Directorate Board and Group Leaders meetings. Maintains various financial elements comprising of raising orders, approving invoices, inputting overtime and checking/auditing expenses in electronic systems. Provides local inductions for new starters.
Job responsibilities
1. 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.
2. 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.
* Carries out GRNs of Radiopharmacy invoices when authorised.
* Processes Study Leave requests in an appropriate and timely manner.
* Oversees the maintenance and ordering of stationary stock.
3. 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 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.
4. 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.
* 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.
Person Specification
Qualifications
* BTec/NVQ Level 4 in management/business studies
* A comprehensive general education to GCSE standard particularly in English and Maths
Experience
* Experience of Microsoft Office Applications
* Experience of working in an Administrative environment
Skills
* Excellent oral and written communication skills
* Accurate and well presented work
* Ability to work proactively or as part of a team
* Ability to manage workload and prioritise competing tasks effectively
* Computer literacy skills
Knowledge
* Sound knowledge and familiar with a range of software including Word, Excel, PowerPoint and Access
* E-mail and web browsers
* Good working understanding of IT
Values
* Ability to demonstrate the organisational values and behaviours
Others
* Ability to work under pressure
* Able to use own initiative
* Required to spend long periods of time at keyboard/VDU
* Ability to work with high level of concentration with frequent interruptions
* Reliable
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.
Employer details
Employer name: The Christie NHS FT
Address: CMPE Admin - D00031, Manchester, M20 4BX
Employer's website: https://www.christie.nhs.uk/
#J-18808-Ljbffr