Divisional PA

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Administrative

• Provide comprehensive proactive diary management support to the Director of Research & Innovation and Divisional Manager as required
• Manage travel and accommodation arrangements specifically:
  • To assess and make accurate judgement of the situation using effective time management skills to avoid disruption.
  • Work within the directorate budget to ensure cost-effective travel and accommodation
  • Calculate and complete all travel and accommodation expenses on relevant claim forms, ensuring they are completed and authorised within given deadlines following the Trust guidelines

• Co-ordination of recruitment processes for the Research & Innovation Division. . This will involve co-ordination of diaries to arrange shortlisting meetings, printing of recruitment packs and arranging interviews and ensuring that the appropriate IT systems (e.g. TRAC) are updated accordingly.
• Co-ordination of staff away days, staff awards etc.
• Provide comprehensive secretariat support to internal and external meetings and events as required such as the Research & Innovation Divisional Board when required. To include arranging formal and complex meetings, liaising with both internal and external stakeholders in a timely manner to deliver within the required deadlines, prepare and send out papers, setting up and managing the meeting preparation, note/minute taking, follow up actions and anything associated with meeting or events.
• Drafting letters, memos, reports and emails
• Assist in the creation of divisional reports and documents, requiring an advanced level in the use of IT packages, including Word, Excel, Outlook, Power Point.

• Assist with confidential HR matters, including arranging meetings, calls, collation of information and sending out of confidential correspondence.

Office Facilities Management

• Support the relevant facilities manager in ensuring Health & Safety and security matters.
• Assist in identification of hazards and ensure Health & Safety policies are adhered to.
• Reporting of and follow up of issues (i.e. problems with heating, broken facilities, pest control etc.)
• Ordering paper supplies for printers
• Ordering stationery
• Manage and maintain oversight of research and innovation staff building passes and locker requests ensuring appropriate records are maintained

• Project Management (at a level and range appropriate for this grade) including regular updating of Divisional organograms, upkeep of distribution lists and the centralisation of Divisional documentation using relevant SharePoint drives.
• Ordering of PPE via Trust routes or NHS supplies when needed i.e. during pandemic.

Management and Leadership

• Responsible for line management of the Personal Assistants and Office Assistants within own team, to include providing day to day support, absence management, performance management and career development and where necessary processes such as disciplinary matters.
• Support and undertake the implementation of workplace induction process for the staff under your line management (to ensure that they are aware of all appropriate procedures, policies and information necessary to carry out their role effectively, efficiently and safely).
• Responsible for the management of training records for administration staff ensuring staff are up to date with mandatory and professional training requirements each year.

• To lead on the recruitment and selection of new admin staff i.e. Office Administrators/PAs within own department in accordance with Trust procedures.
• Implement improvement policies and propose changes to practices and administrative procedures from across the division.
• Contribute to the regular review of working practices and contribute ideas for the development of new ways of working.
• Contribute to the development and maintenance of an office Standard Operating Procedures (SOP) manual as reference manual for all tasks and departmental procedures.
• Provide training to new admin staff in own department on NHS systems i.e. Integra, ESR, NHS Supply Chain

Communication and Partnership Working

• To receive, manage and communicate complex and sensitive information to members of staff, senior team, contractors, suppliers and external partners.
• To establish and maintain a range of communication tools and resources including circulation lists, group email lists, signage and organisational charts.
• Facilitation of contract approvals and expenses for Director of Research sign off.

Responsibilities for Financial Resources

• Act as an authorising signatory for budgets within agreed limits.
• To manage the procurement process for invoices, orders and payments.

• Assistance with electronic COE queries.
• Financial responsibility for requisitioning office equipment/supplies
• Ordering stationery via NHS supplies and IT equipment via Integra for the Director of Research. Ensuring use of correct budget code and ensuring that stock levels are maintained and replenished
• Raising call off orders /waivers (if over £10k) for contractors.

Responsibilities for Information

• Establish and maintain relevant databases/sharepoints as necessary
• Be responsible for the organisation of relevant documents
• Responsible for ensuring the administrative team and secretariat is compliant with information governance and policies of the Trust in handling all confidential material

Person Specification

Qualifications

Essential

• Diploma or equivalent experience ECDL, NVQ level 1 business studies (or equivalent clerical or IT qualification)

Desirable

• Educated to degree level

Experience

Essential

• Office/Facilities Management experience
• PA experience
• Experience of using Microsoft Office (i.e. Excel, PowerPoint and Word)
• Line Management
• Recruitment & selection

Desirable

• Previous experience of working in a research environment
• Previous NHS experience

Skills

Essential

• Advanced IT skills including Microsoft Office systems such as Word, Excel and PowerPoint
• Excellent written and oral communication skills
• Excellent organisational skills
• Minute taking skills

Desirable

• Evidence of setting targets and completing tasks
• Report writing skills.

Knowledge

Essential

• Good general education

Desirable

• Familiar with GCP guidelines/EU directives
• Knowledge of medical terminology
• Knowledge of research governance and Knowledge of the research approval process

OTHER

Essential

• Tactful and diplomatic
• Flexible
• Conscientious and hardworking
• Ability to work unsupervised and as part of a team

Desirable

• Ability to troubleshoot effectively
• Ability to work to tight and/or unexpected deadlines

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.

Employer details

Employer name

The Christie NHS FT

Address

R&D Office Q01523

Wilmslow Road

Manchester

M20 4BX

Employer's website

https://www.christie.nhs.uk/ (Opens in a new tab)