Administrative Assistant Oldham, England
Job description
Job overview
An exciting opportunity has opened up to support the Greater Manchester Imaging and Pathology Network team in the delivery of the departments work across the networks.
Main duties of the job
- Undertaking or coordinating high level administrative and efficient Personal Assistant services to the Programme Team within department, across the full range of their responsibilities and duties. This includes diary management, taking minutes and action logs, organising timetables, managing office systems, and taking follow up action as required.
- To support the department ensuring the smooth running of an efficient and effective administrative support service.
- Coordinate annual leave for the department arranging cross cover where necessary.
- Manage and monitor absence of the department reporting as necessary to the Programme Team.
- Carries out preparation and typing of correspondence, reports, agendas, and minutes and preparing the necessary papers for meetings. This will include ensuring that all correspondence is answered promptly.
- Make all travel arrangements for the Programme Team to include rail/air tickets, and hotel accommodation, ensuring that they represent best value for money.
- To act as the first point of contact for callers / visitors, contacting Senior Managers ensuring that they are dealt with or passed on as appropriate.
- Organising hospitality for meetings and visitors where approved.
Working for our organisation
Our network programme team was established in 2020 to deliver five Clinical Support Services (CSS) programmes for Greater Manchester (GM). In January 2021 the GM Provider Federation Board (PFB) committed to the formation of networks for Imaging and Pathology. The GM Imaging and Pathology networks were subsequently established in summer 2021. Both networks have boards in place to oversee the development of the networks. The next 18 - 24 months will see the networks develop rapidly to a “thriving” level of maturity by 2025. Significant investment has been secured to expand our team to deliver fully functioning networks and the other CSS programmes, including delivery of the Community Diagnostic Centres (CDC) for GM.
Detailed job description and main responsibilities
- Supports the Programme Team, across the whole range of their duties and deals with all enquiries to include those of a sensitive or confidential nature; making decisions requiring persuasive skills where agreement and co-operation is required.
- Opens and reviews correspondence prioritising and as appropriate allocating responsibility of response to the appropriate member of staff. Maintains a log of incoming mail and takes follow up action as necessary. Prioritises correspondence and responds if appropriate ensuring that matters requiring urgent action are brought to the attention of the responsible senior member of staff without delay.
- Ensure all invoices and travel claims relating to the Senior Managers are appropriately coded, authorised and submitted for payment. Ensure accurate recording of staff information and absences on the ESR and e-rostering/time and attendance systems.
Person specification
Essential Qualifications
Essential criteria
- Literacy and Numeracy Level 2
Desirable criteria
- NVQ Level 3 Business Administration
- ECDL / CLAIT or equivalent
Knowledge, Skills and Experience
Essential criteria
- Previous experience within an administrative role
- Experience of working in a customer focused setting
- Previous experience with databases
- Experience of working as part of a team and in isolation
- Positive attitude towards change and its implementation
- Excellent word processing skills
- Ability to exercise judgement with external and internal queries
- Excellent organisation and planning skills
- Excellent interpersonal skills (both verbal and written)
- Excellent communication skills
- Ability to work to short timescales
- Excellent time management skills
- Ability to prioritise own workload
- Practical working knowledge of Microsoft Office/Office 365 applications
- Flexible approach to working patterns
- Always maintain confidentiality
Desirable criteria
- Experience of working within a healthcare setting
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment at this time, we do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at https://www.gov.uk/government/collections/covid-19-vaccination-programme where you can also find out more about how to access vaccination. There is a current Government consultation underway which will determine whether some new starters may need to be vaccinated.
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We reserve the right to close the online vacancy when we are in receipt of sufficient applications. Should you wish to apply for this post you are advised to complete and return your application form as soon as possible.
The Northern Care Alliance NHS Foundation Trust is committed to diversity and inclusion and welcomes applications from everyone. We value the contribution of individual talent, skills, knowledge, and experience and aim for a workforce demography representative of our local community. If you are disabled and require reasonable adjustments to the application process, please contact the Recruitment Team to discuss.
In applying for this post, you give the Trust permission to use your data for recruitment purposes.
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