ECMT PA and Office Manager | The Christie NHS Foundation Trust

Posting date:	14 July 2025
Salary:	Not specified
Additional salary information:	£31,049 - £37,796 per annum pro rata
Hours:	Full time
Closing date:	13 August 2025
Location:	Manchester, M20 4BX
Company:	The Christie NHS Foundation Trust
Job type:	Contract
Job reference:	7345255/413-96441-RI-SD

Summary

This post presents an exciting opportunity to join a large, well-established and very successful research team. The team consist of 60 staff including 5 Consultants, plus a team of Research Nurses, Trial Administrators, Clinical Fellows and secretarial staff.

We are seeking an enthusiastic and highly motivated individual with exceptional organisational skills who will take responsibility for line managing the team of Medical secretaries, as well as providing day to day administrative support to the leadership team and overseeing the smooth running of the office.

You will have significant administrative/office and team management expertise with advanced IT skills and an ability to multi-task and prioritise your workload. You will be able and willing to implement change.

In return you will be supported by a highly motivated team, working together in a fast-paced research setting in the development of innovative therapies for cancer patients.

The Christie is supportive of professional development. We can offer the successful candidate the exciting opportunity to undertake a higher or degree apprenticeship which is fully-funded by the trust. For colleagues with previous Band 5 experience, there is the Chartered Manager Fast-Track Degree Apprenticeship (2 years), leading to BA Business Management, CMI accreditation, and completion of the NHS Mary Seacole leadership programme. For those with Band 4 experience, we can offer the full-length Chartered Manager degree apprenticeship (3-4 years) leading to BA/BSc Business Management with CMI accreditation. Other apprenticeship programmes and CPD opportunities can also be discussed at interview. (Please note, specific entry criteria apply for apprenticeships, eg. GCSEs A*-C in English and Maths).

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.

DUTIES AND RESPONSIBILITIES

COMMUNICATION

• Management of ECMT general enquires email inbox, replying to general enquires or directing to the appropriate team member for response.
• Periodic review and maintenance of ECMT web pages ensuring information is accurate and up to date.
• Coordination of social media interaction, liaising with The Christie Communications team as per Trust policies and procedures.
• Maintenance of ECMT communication and marketing materials.
Coordination of periodic updates and re-prints as required.
• Tracking and recording of key team performance indicators, ensuring updates are communicated through appropriate channels.
• Maintenance of team email distribution lists and disseminate communications to all/ relevant team members as required.

PLANNING AND ORGANISATIONAL TASKS / DUTIES

• Act as PA to the ECMT Leadership Team. Lead on the delivery of administrative support. This will include drafting letters, memos, reports and emails for both internal staff and external stakeholders.
• Arrange meetings, events, and conferences as directed by the ECMT Leadership Team. Manage correspondence and liaise with a range of individuals and organisations as point of contact. Communicate complex, sensitive information to a range of people internally and externally.
• Issue meeting agendas in a timely manner and draft and transcribe formal minutes as required, attending team meetings where confidential and sensitive information may be discussed.
• Using advanced level IT skills, and IT packages, including Word, Excel, Outlook, Power Point, collate data for team and divisional performance reports; be responsible for, creating graphical representations of current position, drafting team planning documents.
• Oversee the preparation, implementation and maintenance of ECMT clinic templates.
• Oversee all meeting arrangements including room bookings and catering requests ensuring requirements are met, ensuring ECMT meetings are scheduled in advance.
• Coordination and collation of study leave requests across the ECMT, ensuring Trust processes are followed and appropriate sign off is obtained for all requests.
• Organisation and coordination of business cases through the Trust approval process, related to ECMT.
• General administration tasks as required to support the ECMT Leadership Team.

PHYSICAL SKILLS

• Advanced IT skills in the use of Microsoft Office programmes for the creation and formatting of reports, marketing and presentation materials.

PATIENT / SERVICE USER RELATED TASKS /DUTIES

• Oversee interactions and correspondence with patients/ service users within the ECMT secretarial and administrative function. Ensure enquiries are responded to in a timely manner.
• Ensure clinical referrals are triaged efficiently to ensure workflow is maintained.
• Monitoring performance and liaising with patient tracking teams where required to ensure and support achievement of the Trusts Cancer Wait Times.
• Support for Patient and Public Involvement (PPIE) events as required.

POLICY/ SERVICE DEVELOPMENT

• Analyse and monitor secretarial/ administrative processes ensuring they remain effective and efficient. Make recommendations, with advice as required from ECMT Research Manager, for service improvement where inefficiencies have been identified.
• Monitoring of ECMT performance against Trust targets in relation to typing turnaround times.

RESPONSIBILITIES FOR INFORMATION RESOURCES
• Liaise with relevant service management across the Trust to ensure the ECMT secretarial service complies with Trust policies and procedures.
• Attend and proactively contribute and participate in team meetings as deemed appropriate

RESPONSIBILITIES FOR HUMAN RESOURCES

• Line management of designated ECMT secretarial and administrative staff, including but not limited to day to day support and management/ allocation of workload, management of annual leave and sickness. Proactively engage in the PDR process ensuring that preparation work, objectives and personal development needs are identified and met.
• Assist with confidential HR matters, including arranging meetings, calls, collation of information and sending out of confidential correspondence.
• Support the recruitment process on behalf of the team, creating and managing ongoing COEs, be the point of contact for HR liaison during recruitment. Meet and greet all candidates, and managing the interview process. Organise and prepare induction programmes for all new staff to ECMT. Including oversight of ordering any equipment and/or uniforms as required.
• Be responsible for ensuring own professional knowledge is regularly updated and keep abreast of relevant developments, making effective use of learning opportunities and actively promoting the workplace as a learning environment
• Lead on all aspects of recruitment for ECMT secretarial posts.
• Recording of leave for ECMT clinicians via the Trust systems.

RESPONSIBILITY FOR FINANCIAL RESOURCES

• Be responsible for the office resource budget and team training budget (£25000/year). Have oversight of stock and non stock ordering as required by the ECMT. Implementation and oversight of stock control systems, including procurement of stationery and IT stock.
• Collate and maintain records in relation to study leave booked by ECMT staff. Monitoring use of education fund allowance against team budget ensuring limit is not exceeded. Knowledge of other educational funding sources to direct staff appropriately.
• Oversight of travel booking and expense claims, ensuring appropriate processes and approvals are sought.

PHYSICAL, MENTAL AND EMOTIONAL EFFORT, WORKING CONDITIONS

• Long periods of time spent in an office environment using keyboard to input information and use of VDU for electronic communication.
• Prolonged concentration is regularly required.
• Occasional exposure to distressed circumstances as trial patients are commonly suffering from terminal illnesses.

PERSONAL DEVELOPMENT AND VALUES

• Attend Trust mandatory training, including updates in accordance with Trust policies and procedures.
• Maintains own knowledge through appropriate training, practical experience and personal development plan.
• Demonstrate the agreed set of values and be accountable for own attitude and behaviour


This advert closes on Sunday 27 Jul 2025

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