Executive Assistant and Office Manager

Job responsibilities

ADMINISTRATIVE/PERSONAL ASSISTANT

• 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 ...