Job vacancy: Team Administrator, The Christie NHS Foundation Trust, Manchester

Job summary

Main area: Integrated Therapy
Grade: Band 3
Contract: Permanent
Hours: Part time - 22.5 hours per week
Job ref: 413-97368-CSSS-MS

Employer: The Christie NHS Foundation Trust
Employer type: NHS
Site: Complementary Therapy - E00270
Town: Manchester
Salary: £24,937 - £26,598 per annum pro rata
Salary period: Yearly
Closing: 27/10/2025 23:59

Team Administrator

Band 3

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

· To be a first point of contact for enquiries from patients, carers and other health professionals

· To respond to any enquires related to ITH&W/ITTU.

· Responsible for monitoring stock levels of stationery and other non-clinical equipment and replenishing as appropriate

· To support the development and implementation of robust communication and correspondence systems including video calls / telephone calls / emails / letters / SMS.

· To provide diary management support to clinical and non-clinical managers

· Provide support to the clinical and non-clinical managers in monitoring of team’s compliance in essential training and personal development reviews

· To exercise a high degree of confidentiality and sensitivity and to make judgements regarding appropriate dissemination of key information.

· To organise and co-ordinate meetings and training events for the team as and when required

· To develop and maintain filing systems both electronic and paper in line with GDPR and data security

· To support the dissemination of internal and external communications as required

· To maintain up to date staff files adhering to confidentiality and data governance requirements

· To attend meetings and take minutes and cascade as appropriate

· To prepare documents (letters, memos, leaflets etc) for approval as directed, ensuring that all policies and procedures are adhered to.

· To be responsible for the maintenance and updating of the service external website/HIVE pages and departmental social media

· To monitor and report on the progress of actions from meetings

· To act as a central point of contact for team-wide IT issues

· Carry out regular checks of the environment in accordance with the Trust’s fire, health and safety procedures

· To administer and supervise the maintenance of information using a spreadsheet, database or dedicated Trust information system (including clinical and operational) ensuring that all information is readily available for presentation and use for performance management, data quality and audit purposes

· To support the development and implementation of surveys and other forms of qualitative data capture.

· To monitor and support departmental invoicing systems

· To be responsible for requisitioning/ordering/receipting against relevant departmental budgets

· To be responsible for cashiering and petty cash authorisation

· To take meeting minutes

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

Person specification

Qualifications

Essential criteria

Attained a good comprehensive secondary education
RSA/OCR Stage II (or equivalent)

Desirable criteria

European Computer Driving Licence (ECDL) qualification
Evidence of further development

Experience

Essential criteria

Proven experience of working to deadlines
Previous experience in administration and clerical setting
Experience in taking minutes
Evidence of handling difficult circumstances e.g. customer complaints

Desirable criteria

Administrative experience in a healthcare setting
1 year administration/office experience
Experience in hospital/teaching administration systems

Skills

Essential criteria

Good oral and written communication skills
Ability to priorities own workload
Ability to work proactively both in isolation or as part of a team
Excellent interpersonal skills and telephone manner

Knowledge

Essential criteria

Knowledge and familiarity with a range of software including Microsoft Word, Excel, e-mail and web browsers.
Understanding of the importance of data protection and confidentiality

Values

Essential criteria

Ability to demonstrate the organisational values and behaviors

Other

Essential criteria

Adaptable to change and flexible in approach to new procedures or working practices
Attention to detail and accuracy

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.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

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.