Job summary
The post-holder is responsible for secretarial and administrative services to the SAGE & THYME Core Team. The post-holder will be required to implement policies and procedures in their own area, communicate effectively and act independently on receipt of information that may be of a sensitive or contentious nature. The post-holder will be expected to exercise his/her own judgement through experience and troubleshoot issues.
Main duties of the job
- Providing administrative support for meetings, events, courses and conferences within the ERC, Trust and externally as and when required including making room bookings, organising AV, catering, delegate packs, accommodation and travel arrangements, raising PO's.
- Taking phone calls and ensuring an efficient message system is in place.
- Assisting with raising invoices and maintaining a record of all invoices and expenses.
- Using own initiative and work without supervision to ensure the day to day running of the SAGE & THYME office.
- Routine secretarial duties, such as filing, document distribution, ordering stationary and any other tasks relevant to the role as requested and when required.
- Updating and maintaining the SAGE & THYME web site.
- Monitor and action any queries in the SAGE & THYME inbox.
- Assist with arranging facilitators for MFT Foundation Level workshops.
- Assist in collating freelance trainer availability, adding trainer information to API & diary management.
- Supporting the Lung Cancer Team with admin for the delivery of their Foundation Level workshops. Adding dates to the learning hub, collating training boxes and logging attendees post course.
- Admin for meetings, including taking minutes, booking accommodation, ordering catering and refreshments, printing of agendas and liaising with the AV team.
- Proactively managing own workload on a daily basis to ensure all tasks are completed in a timely and efficient manner.
About us
MFT is one of the largest NHS Trust In England with a turnover of over £3bn & is on a different scale than most other NHS Trusts. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 30,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
We're proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What's more, we're excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating, and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating, and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Person Specification
Qualifications
Essential
- General education to GCSE standard or equivalent
- RSA/NVQ L3 or equivalent. Secretarial/word processing qualifications
- Evidence of further development
Desirable
- Additional qualifications in IT/Word Processing
Experience
Essential
- A minimum of 2 yrs secretarial /administrative experience
- Proven experience of working to deadlines
- Problem solving abilities
- Experience of working with a multi disciplinary team
Desirable
- Prior secretarial/administrative role experience within the NHS
Skills
Essential
- Good oral and written communication skills
- Self motivated with the ability to manage own workload
- Excellent Word processing and data management skills
- Good Organisation skills
- Attention to detail
Desirable
- Ability to input information onto databases and produce reports
Knowledge
Essential
- Knowledge and use of Microsoft Packages e.g. Word, PowerPoint & Excel
- General office skills
- Able to communicate with staff at all levels within the organisation
- Prioritisation of workload
- Ability to maintain Confidentiality
Other
Essential
- Conscientious and hard working
- The ability to remain calm and professional under pressure
- Proactive and able to work on own initiative
- Tactful and diplomatic
- Willingness to undertake training
- Flexible
- Caring/Professional manner
- Team Player
Person Specification
Qualifications
Essential
- General education to GCSE standard or equivalent
- RSA/NVQ L3 or equivalent. Secretarial/word processing qualifications
- Evidence of further development
Desirable
- Additional qualifications in IT/Word Processing
Experience
Essential
- A minimum of 2 yrs secretarial /administrative experience
- Proven experience of working to deadlines
- Problem solving abilities
- Experience of working with a multi disciplinary team
Desirable
- Prior secretarial/administrative role experience within the NHS
Skills
Essential
- Good oral and written communication skills
- Self motivated with the ability to manage own workload
- Excellent Word processing and data management skills
- Good Organisation skills
- Attention to detail
Desirable
- Ability to input information onto databases and produce reports
Knowledge
Essential
- Knowledge and use of Microsoft Packages e.g. Word, PowerPoint & Excel
- General office skills
- Able to communicate with staff at all levels within the organisation
- Prioritisation of workload
- Ability to maintain Confidentiality
Other
Essential
- Conscientious and hard working
- The ability to remain calm and professional under pressure
- Proactive and able to work on own initiative
- Tactful and diplomatic
- Willingness to undertake training
- Flexible
- Caring/Professional manner
- Team Player
