ECMT PA and Office Manager

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

COMMUNICATION

Management of ECMT general enquires email inbox, replying to general enquires or directing to the appropriate team member for response.Periodic review and maintenance of ECMT web pages ensuring information is accurate and up to date.Coordination of social media interaction, liaising with The Christie Communications team as per Trust policies and procedures. Maintenance of ECMT communication and marketing materials.Coordination of periodic updates and re-prints as required.Tracking and recording of key team performance indicators, ensuring updates are communicated through appropriate channels.Maintenance of team email distribution lists and disseminate communications to all/ relevant team members as required.

PLANNING AND ORGANISATIONAL TASKS / DUTIES

Act as PA to the ECMT Leadership Team. Lead on the delivery of administrative support. This will include drafting letters, memos, reports and emails for both internal staff and external stakeholders. Arrange meetings, events, and conferences as directed by the ECMT Leadership Team. Manage correspondence and liaise with a range of individuals and organisations as point of contact. Communicate complex, sensitive information to a range of people internally and externally. Issue meeting agendas in a timely manner and draft and transcribe formal minutes as required, attending team meetings where confidential and sensitive information may be discussed. Using advanced level IT skills, and IT packages, including Word, Excel, Outlook, Power Point, collate data for team and divisional performance reports; be responsible for, creating graphical representations of current position, drafting team planning documents. Oversee the preparation, implementation and maintenance of ECMT clinic templates.Oversee all meeting arrangements including room bookings and catering requests ensuring requirements are met, ensuring ECMT meetings are scheduled in advance. Coordination and collation of study leave requests across the ECMT, ensuring Trust processes are followed and appropriate sign off is obtained for all requests. Organisation and coordination of business cases through the Trust approval process, related to ECMT. General administration tasks as required to support the ECMT Leadership Team.

PHYSICAL SKILLS

Advanced IT skills in the use of Microsoft Office programmes for the creation and formatting of reports, marketing and presentation materials.

PATIENT / SERVICE USER RELATED TASKS /DUTIES

Oversee interactions and correspondence with patients/ service users within the ECMT secretarial and administrative function. Ensure enquiries are responded to in a timely manner. Ensure clinical referrals are triaged efficiently to ensure workflow is maintained. Monitoring performance and liaising with patienttracking teams where required to ensure and support achievement of the Trusts Cancer Wait Times.Support for Patient and Public Involvement (PPIE) events as required.

POLICY/ SERVICE DEVELOPMENT

Analyse and monitor secretarial/ administrative processes ensuring they remain effective and efficient. Make recommendations, with advice as required from ECMT Research Manager, for service improvement where inefficiencies have been identified. Monitoring of ECMT performance against Trust targets in relation to typing turnaround times.

RESPONSIBILITIES FOR INFORMATION RESOURCES Liaise with relevant service management across the Trust to ensure the ECMT secretarial service complies with Trust policies and procedures. Attend and proactively contribute and participate in team meetings as deemed appropriate

RESPONSIBILITIES FOR HUMAN RESOURCES

Line management of designated ECMT secretarial and administrative staff, including but not limited to day to day support and management/ allocation of workload, management of annual leave and sickness. Proactively engage in the PDR process ensuring that preparation work, objectives and personal development needs are identified and met. Assist with confidential HR matters, including arranging meetings, calls, collation of information and sending out of confidential correspondence. Support the recruitment process on behalf of the team, creating and managing ongoing COEs, be the point of contact for HR liaison during recruitment. Meet and greet all candidates, and managing the interview process. Organise and prepare induction programmes for all new staff to ECMT. Including oversight of ordering any equipment and/or uniforms as required. Be responsible for ensuring own professional knowledge is regularly updated and keep abreast of relevant developments, making effective use of learning opportunities and actively promoting the workplace as a learning environment Lead on all aspects of recruitment for ECMT secretarial posts. Recording of leave for ECMT clinicians via the Trust systems.

RESPONSIBILITY FOR FINANCIAL RESOURCES

Be responsible for the office resource budget and team training budget (£25000/year). Have oversight of stock and non stock ordering as required by the ECMT. Implementation and oversight of stock control systems, including procurement of stationery and IT stock. Collate and maintain records in relation to study leave booked by ECMT staff. Monitoring use of education fund allowance against team budget ensuring limit is not exceeded. Knowledge of other educational funding sources to direct staff appropriately. Oversight of travel booking and expense claims, ensuring appropriate processes and approvals are sought.

PHYSICAL, MENTAL AND EMOTIONAL EFFORT, WORKING CONDITIONS

Long periods of time spent in an office environment using keyboard to input information and use of VDU for electronic communication. Prolonged concentration is regularly required.Occasional exposure to distressed circumstances as trial patients are commonly suffering from terminal illnesses.

PERSONAL DEVELOPMENT AND VALUES

Attend Trust mandatory training, including updates in accordance with Trust policies and procedures. Maintains own knowledge through appropriate training, practical experience and personal development plan. Demonstrate the agreed set of values and be accountable for own attitude and behaviour

Person Specification

Qualifications

Essential

• Diploma or equivalent experience
• NVQ level 3/4 business studies (or equivalent clerical or IT qualification)

Desirable

• Certificate / Diploma in healthcare, business or management.
• Accredited computer skills
• Educated to degree level

Experience

Essential

• Experience as a PA in a complex team, or significant secretarial or comparable administrative /office management experience
• Experience of collating data, developing reports using databases/excel spreadsheets
• Minute taking and report writing
• Experience of managing and motivating people

Desirable

• Previous experience of working in a research environment
• Previous NHS experience
• Recruitment & selection experience.
• Experience of using social media interaction in line with communications policies

Skills

Essential

• Excellent communication and people skills including the ability to negotiate and be diplomatically assertive
• Ability to manage competing priorities, to work to deadlines, and to prioritise and focus despite multiple interruptions and distractions

Desirable

• Evidence of setting targets and completing tasks
• Report writing skills
• Ability to manage conflict
• Finance management skills

Knowledge

Essential

• Advanced IT skills including Microsoft Office systems such as Word, Excel and PowerPoint
• Understanding of performance review/appraisal

Desirable

• Knowledge of medical terminology

VALUES

Essential

• Ability to demonstrate the organisational values and behaviours

OTHER

Essential

• Tactful and diplomatic
• Flexible
• Conscientious and hardworking
• Ability to work unsupervised and as part of a team
• Ability to work to tight and/or unexpected deadlines
• Ability to troubleshoot effectively

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

Phase 1 - Q01312

Wilmslow Road

Manchester

M20 4BX

Employer's website

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