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Education Administrator

2 weeks ago

Manchester, United Kingdom NHS Full time

We are looking for a highly organised individual to join our team at this exciting time of development and growth. This is an excellent opportunity for someone who wants to gain experience in a busy role which offers variety and challenge. The successful candidate will provide high-quality administrative and secretarial support to the Senior Management Team within The Christie Institute for Cancer Education. The post holder will manage diaries, correspondence and meetings, prepare agendas and minutes, and act as first point of contact for enquiries. They will also coordinate workshops, travel and office resources, support confidential HR matters, and contribute to financial processes. The role requires excellent organisational skills, initiative, and the ability to work independently under broad procedural guidance. Main duties of the job Provide comprehensive secretarial and administrative support, including typing, electronic filing, photocopying, and scanning. Manage delegated diaries, arrange appointments and meetings, and act as the first point of contact for enquiries. Handle correspondence, telephone, and personal enquiries with tact and diplomacy, escalating issues where appropriate. Take accurate notes at meetings, record actions, and support the organisation of workshops, away days, and events. Maintain and improve electronic filing systems and assist with data analysis in relation to training and activities. Arrange travel and accommodation, support confidential HR matters, and cover for the Office Manager/Executive Assistant when required. Undertake financial administration tasks such as raising purchase orders, processing invoices, requisitioning supplies, and maintaining asset registers. Support induction and training of new staff, participate in audits, surveys and research, and ensure all duties are carried out in line with equality, diversity, and inclusion values. About us 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. Job responsibilities Secretarial/Administration Provide a full secretarial/administrative service, including typing, filing (using electronic systems, photocopying and scanning. Maintain delegated diaries, arranging appointments and meetings, liaising effectively in terms of arrangements. Provide first point of contact for enquiries with the CICE. Deal with relevant correspondence, telephone or personal enquiries efficiently and effectively using tact and diplomacy at all times in communication. Act as first point of contact when dealing with enquiries, exercising tact, using initiative, and judgement on necessary action to be taken. This may include effectively and sensitively dealing with staff, students or trainees who are in a state of distress. Manage all correspondence, including mailbox for delegated Senior Team Members responding to routine correspondence and escalating appropriately. Taking of notes, follow up actions, attending and managing multiple meetings. Maintain electronic filing systems, proposing changes to improve performance as necessary. Undertake routine duties without direct supervision, working within broad procedural guidelines. Cover for the Office Manager/Executive Assistant in their absence, identifying solutions for routine queries and escalating as appropriate. Arrange workshops/away days for the CICE, working within broad procedural guidelines, sending out invitations, booking rooms, checking and recording attendances. Assist the Office Manager/Executive Assistant to develop, implement and review working practices. Assist with the basic analysis of data in relation to training and other activities. Manage travel and accommodation arrangements as requested. Assist with confidential HR matters, including arranging meetings and calls, some of which may be of a sensitive nature. Financial and Resources Undertake requisitions of office equipment/supplies and IT equipment across the division, ensuring receipting is supported. Be responsible for the administration of the CICE office equipment asset register. Raise purchase orders and invoices as required following Standing Financial Instructions. Liaise with Trust services in relation to ensuring high quality working environments, including raise of orders for Estates and liaison with cleaning services. Responsible for submission of business continuity rotas for staffing across CICE. Equality and Diversity Carry out all duties in a way that supports equitability, values diversity, and champions inclusion. Other Assist in the induction and training of new staff to CICE Undertake continuing professional development, including mandatory and statutory training Participate in research, audit and surveys Person Specification Qualifications GCSE Maths English at Grade C or above, or equivalent NVQ Level 3 or equivalent RSA/OCR Level 2 or equivalent experience Evidence of Continuous Personal Development Experience Knowledge of a range of administrative and clerical processes Experience of working in a busy office environment Experience of working with the NHS or higher education in an administrative role Skills Professional and effective communications with all levels of staff and learners both verbally and in writing. Proficient in use of Microsoft Office (Office 365) applications including Word, Excel, Sharepoint, Teams and meeting automation Ability to take and transcribe succinct notes Experienced in planning, organising and prioritising own workload. Flexible approach to work and adaptable to changing service demands. Ability to deal with sensitive information Knowledge of education processes within the NHS Knowledge Knowledge or Microsoft Office packages Knowledge of data protection and confidentiality in healthcare and education Other Willingness to adapt to the needs of the service Commitment to personal development 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. Associate Director Education Business and Finance £24,937 to £26,598 a yearPer annum, Pro rata #J-18808-Ljbffr