Deputy Office Facilities Manager and Support Administrator

Job summary

The post holder will provide an effective administration service in relation to the creation and management of the medical and clinical oncology annual leave system. Overseeing changeovers and inductions of registrars and consultant staff within the Trust. This will ensure efficient and effective organisation and delivery for all operational issues in relation to medical staffing.

The role will also provide an administrative function for other tiers of medical staffing within the Division including monitoring and management of Essential Training relating to registrar's and consultants within Network service division under the direction of the Service manager.

The post holder will also provide Divisional administration support as required and for specific projects and other administrative duties as required by the Divisional team, including leave cover for the Divisional PA.

The post holder will support and actively promote a culture of equality, diversity, continuous learning, development and improvement.

Main duties of the job

To be responsible for the preparation, distribution and management of the medical rota for clinical oncology and medical oncology consultants, registrars and nursing teams. Key responsibilities include maintaining rotas, highlighting absences, managing annual, professional and study leave.

Communicating changes to staff, identifying and escalating staffing gaps, and supporting workforce administration such as inductions, absence tracking, and recruitment processes.To provide administrative and organisational support to senior staff, helping ensure smooth day-to-day operations.

Responsibilities typically include managing diaries and meetings, handling correspondence, coordinating communications, arranging travel, preparing documents and supporting the Division as needed.

About us

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.

Job responsibilities

• DUTIES AND RESPONSIBILITIES1.To be responsible for the preparation and distribution of medical rota information, ensuring communication to all relevant staff and regular liaison with senior medical staff.
• The information that is communicated can be subject to change.2.Populate the rota with the names of new doctors at the commencement of rotation and as individuals start and leave during rotations.3.Manage the rota including but not exclusively: Updating for swaps, ensuring changes are communicated in a timely and accurate manner Approving annual leave requests for all medical staff as per Trust Guidance within delegated authority and update and communicate in a timely manner as per SOP. Identifying gaps in the rota and exploring opportunities to cover the gaps including swaps Escalate gaps in rotas
• 4. Assist in the development and organisation of the inductions for new staff
• 5. Updating Standard Operational Procedure for the management of the medical and clinical oncology annual leave system.
• 6. Support the team in recording medical sickness and absence record and ensure that details are kept up to date and returned to Medical Workforce within agreed time frames for submission to the Northwest Deanery.
• 7. Track Registrar absence and highlight to the SPR Lead and assist with the coordination of a return to work or absence review meeting as required in line with Trust policy.
• 8. Retain records of Annual Leave to ensure appropriate spacing of Annual Leave throughout rotation.
• 9. Maintaining all documents on Share point.
• 10. Log and retain records of study leave.
• Responsible for maintaining the consultants on call rota and coordinating any swaps.
• 11. Maintain the rota, registrar timetables and other information as agreed with SPR Lead and service managers.
• 12. Undertake work to support rota monitoring requirements in line with Medical Staffing and Divisional management advice.13.Oversee medical staff equipment e.g. laptops.
• This includes assigning new equipment at the start of a rotation and collecting this at the end of the rotation, in addition to dealing with required repairs etc.
• Responsible for the ordering and maintaining a supply of all digital equipment for the clinical body.
• 14. Provide training on the annual leave system.15.Undertake any other ad hoc administrative duties to support the divisional PA, commensurate with the post as directed by Divisional Directors.16.Provide cross cover for Divisional PA to the Divisional Directors and Senior Team during annual leave.The purpose of this document is to act as a guide to the duties, which may be required.
• It is not an exhaustive list and other duties may be required in accordance with the grade of the post and the competence of the postholder.
• The job description may be subject to review and change following discussion with the post holder.

Person Specification

Qualifications

Essential

• Good standard of education
• Pass in English and Maths GCSE or equivalent
• NVQ III in Administration/Office Practice or equivalent, or equivalent demonstrable experience

Experience

Essential

• Experience of work procedures and practices gained in medical education, HR or operational administration.

Desirable

• Previous NHS/Healthcare experience

Skills

Essential

• Numeracy/Literacy skills
• Excellent Communication skills both written and verbal
• Ability to use initiative, work without supervision and problem solve
• Ability to organise and plan work effectively
• Ability to prioritise work to meet very tight deadlines in a fast-moving environment
• High degree of accuracy and attention to detail
• Customer focused attitude

Knowledge

Essential

• Computer literate using Microsoft packages included but not limited to Word, Excel, Publisher, PowerPoint.
• Previous experience of creating and maintaining spread sheets/databases.

Desirable

• Work Permit regulations and Home Office guidelines in relation to recruitment
• Knowledge of the European Working Time Directive
• Knowledge of NHS Terms and Conditions and recruitment issues
• Knowledge of Medical Staffing rotas

Values

Essential

• Ability to demonstrate the organisational values and behaviours

Other

Essential

• Ability to work as part of a team
• Ability to work on own and to use initiative
• Excellent interpersonal skills Flexible and pro-active approach Self-motivated and Enthusiastic

Desirable

• Minute Taking

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

Clinical Networked Services - E00255

Manchester

M20 4BX

United Kingdom

Employer's website

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