Senior Administration Assistant

DUTIES AND RESPONSIBILITIES

GENERAL OFFICE

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 LeaderMeetings. Arranges internal and external meetings when required. Ensures sensitive and confidential information is dealt with in an appropriate manner. CMPE deal 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.

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. Provides details to Radioisotope Service Manager on daily basis. Carries out GRNs of Radiopharmacy invoices when authorised and list received from Radioisotope Service Manager. 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 staffs 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. Liaises with contributors to ensure timely completion prior to directorate boards. 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.This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder which may be reviewed in the light of experience and developments within the service commensurate with the grade of the post. This job description is subject to regular review and appropriate modification. Any review will be undertaken in conjunction with the post holder.

The Christie is one of Europe's leading cancer centres, looking after more than 64,000 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 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK's National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.

Qualifications

Experience

Skills

Knowledge

Values

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