ODN Management Support Officer | Manchester University NHS Foundation Trust
| Posting date: | 24 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £28,407 - £34,581 Per annum |
| Hours: | Part time |
| Closing date: | 24 May 2024 |
| Location: | Manchester, M13 9WL |
| Company: | Manchester University NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6191226/349-MCH-6191226 |
Summary
The post holder will provide comprehensive administrative services including personal assistant and project support duties to the North West Children’s Cancer Operational Delivery Network (ODN) team. This includes arranging meetings, co-ordination of projects, preparing agendas / reports, taking minutes, and ensuring appropriate follow-up action.
• Provide project management / secretarial services to the Network, to provide smooth running of the operational and strategic function of the ODN.
• Comprehensive communications internally and externally from stakeholders within the ODN. Including contact lists, correct circulation of invitations for meetings and organising and facilitating these events, education days, clinical forums and event sponsorship.
• Provide office management for the ODN, including financial support.
• Provide project support for the ODN proactively promote collaborative working across the ODN.
MFT is one of the largest NHS Trust In England with a turnover of £2.6bn & is on a different scale than most other NHS Trusts. We’re creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you’ll benefit from a scale of opportunity that is nothing short of extraordinary.
We’ve also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
We’re proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What’s more, we’re excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Project Management /administration:
• Provide a comprehensive administrative and secretarial service, including the typing of letters / reports / minutes / forms / job descriptions / photocopying, etc. to the Network team.
• Identify, prioritise and monitor correspondence for the Network team.
• Provide support to meetings for the ODN, working groups and events, preparing and circulating agendas, including the transcription of minutes.
• Manage external events such as away days including, finding and booking venues, arranging catering, arranging external speakers and ensuring that the ODN team are well prepared for events in advance.
• Maintain contacts with stakeholders either by phone, email or Website communication in a confident and sensitive manner.
• Compile and reply promptly to correspondence received, answering any queries where necessary, and draft responses / action as appropriate.
• Organise and co-ordinate travel / accommodation for Network team and wider team (including Clinical Leads, Network Manager and Lead Nurses as required).
• Prioritise jobs urgently required and ensure that all deadlines are completed on time.
• Manage filing systems appropriately that are clear and easy to access, ensuring that correspondence is quickly and correctly filed.
Communication and Engagement:
• Ensure that all information received is communicated in a timely manner.
• Maintains close working relationships with all members of the ODN team, lead clinicians, lead nurses and other team members where appropriate.
• Use of a wide range of effective and timely communication skills: acting independently to analyse, explain and interpret information / data.
• Deal with and deliver decisions and actions modifying and adapting communication methods using persuasion and tact within a delegated sphere of authority.
• Communicate effectively with all stakeholders including a wide range of staff and organisations across the Northwest, North Wales, Isle of Man and Nationally.
• Maintain contact lists for the ODN.
• Support the self-assessments / peer reviews processes.
• Manage and provide maintenance for the ODN Website.
Office Management:
• Manage office agile working calendar / booking system for ODN teams.
• Ensure that confidentiality is maintained at all times in regard to the work of the Network team.
• Prioritise complex and sensitive information from a variety of sources to ensure the smooth running of the office.
• Develop and maintenance of administrative processes and databases to ensure the effective running of the office (sickness / annual leave / recruitment / appraisal database).
• Provide cover for other ODN support officers during periods of leave and absence.
• Raise purchase orders on Integra (finance system) for ODN.
• Liaise with Trust finance department at MFT and other Trusts to ensure invoices and purchase orders are correct,
• Liaise with procurement to raise new codes.
• Ensure appropriate office stock levels and resources are available, ordering of office supplies as required.
• Review and monitor ODN budgets.
Project Support:
• Assist in the organisation and management of specific projects as directed by the ODN team (quality improvement / project work / guideline development).
• Develop systems and processes to ensure the effective maintenance of project plans and records and monitor actions plans providing assurance to the team
• Co-ordinate information on project developments to enable monitoring of progress against agreed timescales.
• Assist in the development of reports in respect of specific projects, collecting audit and adding data to support the relevant papers.
General
• Ensure any problems / issues are brought to the attention of the Network team.
• Ensure own actions contribute to the maintenance of a quality service provision.
• To be responsible for self-development of skills and competencies through participation in training and development activities and maintain up to date technical and professional knowledge relevant to the post (including mandatory training).
• To adhere to all current organisational policies and procedures.
• Always ensure a professional approach to duties.
This job description is an outline of the key tasks and responsibilities of the role and is not intended as an exhaustive list. The job may change over time to reflect the changing needs of the Trust and its services, as well as the personal development needs of the post holder.
This advert closes on Wednesday 8 May 2024
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