Business Support Officer

5 months ago

Manchester, United Kingdom The Christie NHS Foundation Trust Full time

Over the last 18 months, we have secured additional funding for investment in our clinical workforce across our three business areas; Clinical Services, Aseptics and Clinical Trials. We are now investing in the creation of an administration/business support team and are looking for enthusiastic and self-motivated individuals to join our team.

An opportunity has arisen for a Band 3 Administration Assistant to join the Business Support Team. We are seeking an enthusiastic and experience administrator who enjoys working as part of a team and can demonstrate a commitment to delivering a high quality administrative support service in an efficient and timely manner.

As an integral member of the business support team, you will be involved in a range of activities to support the senior leadership and their teams, to ensure the provision of an effective and efficient pharmacy service to the Trust, ensuring patients receive a high level of service and care.

We are looking for an individual who has excellent interpersonal and communication skills. They will need to demonstrate competency and skills in a range of office based tasks and must be prepared to undertake further training as required.

For a comprehensive overview of roles and responsibilities please read our Job Description. Duties of the role include:

- Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.
- Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper based, with effective confidential document controls maintained using the pharmacy document system.
- Provide administrative support for departmental workforce activities including booking rooms for interviews, photocopying of recruitment packs, inputting information on the ESR system including new starters/promotions/transfers /terminations

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.

DUTIES AND RESPONSIBILITIES
- Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.
- Undertake typing, photocopying, filing, laminating, distribution of information and other paperwork required by pharmacy staff as per departmental needs.
- Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper based, 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 of recruitment packs, inputting information on the ESR system including new

starters/promotions/transfers/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 pharmacy team, following Trust procedures as required.
- Organise departmental meetings using Trust online meeting room system to book rooms. Liaise with attendees regarding suitability of dates and times to ensure that the meeting has the necessary people attending.
- Take minutes for internal meetings including departmental staff group team meetings. Check drafts minutes with the chairperson and circulate to staff. Liaise with chairperson regarding agenda creation and distribution to attendees.
- Prioritise own tasks and workload, to ensure that 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 that all work activities are in conducted in line with existing Trust and Departmental policies and procedures. Comment on proposals to changes in administrative processes within the department.
- Assist w

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