Office Secretary

5 months ago

Manchester, United Kingdom The Christie NHS Foundation Trust Full time

Are you a friendly team player, highly efficient and organised and interested in providing and coordinating administrative support to the School of Oncology Education Team.

Joining the School of Oncology means you will become part of a welcoming and supporting working environment.

The post holder will work closely with the Office Manager to ensure the efficient smooth running of the administrative service for the Division.

The post holder will provide a comprehensive secretarial and administration service to the Associate Director of Education Workforce.

The role comprises of a wide range of specific duties and requires competence in word processing, keyboard skills, communication and organisational skills.

The post holder will undertake a range of additional support activities which include preparation of agendas and writing minutes and follow up actions for senior meetings.

Expected to use own initiative and able to work unsupervised, undertaking specific project work as and when necessary.

Must be able to plan and manage a complex diary, ensuring the Associate Director of Education’s time is managed effectively.

The successful applicant will have experience of secretarial support in a health care setting and demonstrate excellent workload management skills.

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 PA to the Associate Director of Christie Education to ensure they are organised effectively and efficiently so that they are able to operate all their commitments.

Manage the Associate Director of Education diary.

Set up and facilitate meetings for the Associate Director of Christie Education and their team.

Manage all correspondence, including mailbox for the AD of Education.

The post holder will need to demonstrate the ability to prioritise workload, using initiative and mature judgement in decision making, whilst ensuring clear communication within the team.

Part of this role will be the management of meeting notes. The taking of notes, follow up actions, attending and managing multiple meetings, whilst ensuring that other administrative tasks are kept up to date.

To undertake non-routine duties without direct supervision, working within broad procedural guidelines.

The post holder should be able to demonstrate the ability to work well within a team, prioritise and manage own workload and be proactive whilst maintaining a positive, professional and calm approach.

Cover for the Office Manager in their absence.

All staff should comply with the Trust’s policies and procedures, Code of Conduct and Equality Diversity and Inclusion.

Provide effective problem solving both face to face and via telephone.

Independently arrange workshops/away days for the department, working within broad procedural guidelines, sending out invitations, booking rooms, checking and recording attendances.

The role may include generic administrative tasks, covering other admin roles, during periods of sickness, annual leave, or increased workload.

Assist the Office Manager to develop, implement and review working practices.

Proactively engage in the Talent Conversation process, ensuring that preparation work, objectives and personal development needs are identified and met.

Be responsible for ensuring own development.

Assist with the analysis of data in relation to mandatory training and PDRs for the division.

Ability to deal with frequent interruptions and unpredictable pattern of work.

Emotional maturity and skills to manage stress.

Manage travel and accommodation arrangements as requested.

Assist with confidential HR matters, including arranging meetings and calls.

Communication & relationship management

The post holder will need to be establishing and maintaining positive relationships with other staff groups within the Trust as well as external partnerships.

The post holder will provide support to colleagues, where appropriate

Provide and receive routine information sometimes requiring tact and persuasive skills.

Communicate work procedures to the wider team.

Financial and Physical Resource Management

Responsible for requisitioning office

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