Executive Assistant and Office Manager

We are seeking a new member of our team to provide our senior management team with high quality administration, business and project management support, as well providing a support service to our wider education team. This will include ensuring the smooth and efficient daily running of our general office environment. Christie Education is entering a period of significant change and development and we require a highly organised individual capable of contributing to our vision whilst managing a demanding workload with competing priorities; you will be comfortable with managing and influencing change and actively participating in developments. You will also have a commitment to providing the highest quality cancer education which supports our patients, staff members, volunteers and future workforce.
The ideal candidate will be professional, proactive, and possess excellent communication skills, adept at building and maintaining strong relationships with a variety of stakeholders. This is a busy, responsible role, requiring excellent people and management skills.
This is not your standard NHS role and is a wonderful opportunity for an ambitious individual who thrives on hard work and is looking to a role which offers something beyond the ordinary., + Drafting, contributing to, coordinating and/or preparing, checking/proof-reading, formatting and producing high-level material such as correspondence, briefing documents, management reports, letters, and presentations, for internal and external audiences
+ Manage the collation, review, and distribution of committee meeting packs
+ Responsible for managing HR processes and data inputting, including monitoring compliance
+ Work with the Marketing Manager on co-ordinating communications
+ Introduce technological solutions to the work of the office to improve efficiency
+ Foster collaboration across services within Christie Education, the Trust and partner organisations.
+ Support the senior team with the development and delivery of a vision, in line with the educational strategy, ensuring that service changes meet internal and external expectations and standards.
+ Provide support to the wider team in the monitoring of compliance with internal and external governance and best practice requirements
+ Undertake specific areas of project work, including business cases and recruitment processes
+ Co-ordinate repairs and maintenance of the offices working
+ Responsible for ensuring that all education spaces provide a welcoming and safe environment, working alongside the Marketing Manager
+ Manage and oversee the maintenance of the Christie Education staff directory and profiles
+ Management of delegated budget in line with Trust standing financial instructions, + Provide a high level of professional support for the SMT in relation to activities, correspondence and diary management, communications, travel, conference organisation and general support
+ Drafting, contributing to, coordinating and/or preparing, checking/proof-reading, formatting and producing high-level material such as correspondence, briefing documents, management reports, letters, and presentations, for internal and external audiences
+ Manage the collation, review, and distribution of committee meeting packs, working with the SMT to ensure all information has been collated ahead of the distribution deadline
+ Responsible for managing HR processes and data inputting, monitoring compliance, liaising, and working collaboratively with colleagues across to ensure best practice and compliance with policies.
+ Work with the Marketing Manager on co-ordinating communications, ensuring effective and timely information cascades to colleagues
+ Introduce technological solutions to the work of the office to improve efficiency where appropriate
+ Foster collaboration across all services within Christie Education, across the wider Trust and with partner organisations.
+ Provide business support to the SMT and deal with day to day operational issues
+ Support the SMT with the development and delivery of a vision, in line with the educational strategy, ensuring that service changes meet internal and external expectations and standards.
+ Provide support to the wider team in the monitoring of compliance with internal and external governance and best practice requirements
+ Undertake specific areas of project work, including business cases and recruitment processes
OFFICE MANAGEMENT
+ Co-ordinate repairs and maintenance of the offices working with colleagues in Estates to provide facilities to staff and students that are fit for purpose
+ Responsible for ensuring that all education spaces provide a welcoming and safe environment, working alongside the Marketing Manager
+ Manage and oversee the maintenance of the Christie Education staff directory and profiles, using technology to support high quality outputs
+ Responsible for the development, implementation and maintenance of office practices and procedures
FINANCE AND RESOURCE MANAGEMENT
+ Management of delegated budget in line with Trust standing financial instructions
+ Responsible for all aspects of the management of asset registers for resources based within Christie Education, including all technology and teaching assets providing activity reports when required
+ Gather, manipulate and present complex data (clinical/financial/performance) to support project development, design.
+ Provide briefings, board reports and plans for discussion and implementation of policy as required.
+ Using NHS procurement and finance systems holding responsibility for timely procurement of resources and account finalisation as required
LEADERSHIP
+ Be responsible for the leadership, line management and day to day supervision of delegated staff, creating a positive and constructive working environment
+ Effectively manage the performance and professional development of delegated staff, identifying training and development needs to support the continuous improvement
+ Set standards to ensure the provision of administrative services across Christie Education, developing and reviewing appropriate policies and procedures
+ Have an in-depth knowledge of current work streams and processes across Christie Education from an administrative perspective identifying recommendations for changes
+ Ensure communication channels are used appropriately to facilitate the flow of information to all services across Christie Education
DATA AND QUALITY
+ Support the implementation and monitoring of standards and operational policies in relation to data
+ Ensure that sensitive and confidential issues, information, and data are handled in an appropriate manner, processed effectively and confidentially, ensuring compliance with GDPR and Trust regulations
+ Provide analysis of complex information and data, development of processes, auditing of information, preparation of reports and presentations
+ Collate information and engage in reviews by external agencies - this also includes Freedom of Information and Subject Access Requests
+ Understand fully the operation of all information systems across Christie Education, to ensure continuous development of systems / processes, this will include the application of new technologies/automation
+ Develop and provide regular activity and performance reports for Christie Education, ensuring that these reflect management information needs, e.g., absence statistics
PROJECT WORK
+ Assist in the development of new services and support systems, to include involvement in key future projects
+ Take the lead on delegated projects, delivering outcomes in a timely manner using appropriate systems and methodologies
+ Undertake research, analyse information and produce reports to support the operation of the service and potential developments
+ Actively engage in various working groups/committees linked to the role
OTHER
+ Provide support when colleagues are absent and work to shared objectives when this is appropriate
+ Work positively, flexibly, and creatively to support the whole team to achieve their objectives
+ Undertake other such duties as may be determined from time to time
The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.
We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.
We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy
All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.
By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.
The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.
You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

The Christie is one of Europe's leading cancer centres, treating over 60,000 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 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.