Service Manager/Executive Assistant to the Chief Executive
Job overview
Service Manager / Executive Assistant to the Chief Executive.
An opportunity has arisen for a highly efficient and experienced Service Manager / Executive Assistant (EA) to support & co-ordinate the office for the Chief Executive (CEO) & the Deputy Chief Executive.
The role will lead & drive forward transformational change within the function; transforming the existing service from an individual aligned executive support model to a generic multi-functional service to support the executive team. Excellent digital skills and experience of managing organisational and culture change alongside a continuous improvement mindset are essential.
You will support the CEO in achieving successful delivery through a broad list of tasks that will differ from day to day including managing regular business activities and overseeing the vital logistical functions.
You will be required to supervise the Executive support staff within Trust Administration, the role will report to the Director of Workforce.
The role involves regular engagement with regional & national NHS offices, and so quality stakeholder management skills will be core to your every-day role. The role will also require engagement with staff and patients, requiring a high level of confidentiality, compassion, kindness, diplomacy and tact.
Please note this role is a full time post, requires on site working Monday to Friday and may on occasion include working outside of business hours.
Interview Date: 31st March 2025
Main duties of the job
This role requires the successful candidate to deliver to exceptionally high standards, and at great pace. Attention to detail is pivotal.
You will need to be a calm individual who can work under pressure, meeting tight deadlines and manage a varied and continually changing workload.
The postholder will lead service redesign to develop a generic Executive Assistant (EA) service removing direct Executive alignment. This will require the development and implementation of systems, processes and standard operating procedures to enable this.
Responsible for the operational and performance management of the EA service within the department. Ensures, information is processed in accordance with procedures, targets are met as appropriate and is responsible for the supervision of the Executive Assistants.Line Management will remain with the Director of Workforce.
The postholder will contribute to business planning to ensure that the service is appropriately resourced and organised to deliver planned activity and demand.
It is expected that the postholder will be highly organised providing an efficient and effective EA and secretarial service to the Chief Executive (CEO), Deputy CEO and deputising in the absence of the Chairs EA transitioning over time this support to the main generic service of which you will be part of.
Working for our organisation
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.
Detailed job description and main responsibilities
Development
With the support of the Executive team implement innovation, technology and new ways of working, contributing to policy and process development.
Specifically – to lead the development and transformation of the service transitioning from an individualised EA service to a generic service model.
To document and implement standard operating procedures and templates within areas of responsibility, ensuring review on a regular basis to reflect current practice.
Responsible for operational management to the service, planning workload and activities including organising staffing, rotas, allocating and reallocating tasks to ensure the delivery of the service. This will require short and mid-term plans to be drawn up but they will be subject to review and change as service requirements change.
Identify and undertake as required development projects for the service working with other departments as required.
Executive Assistant
To work closely with the CEO and Deputy CEO, across all aspects of their work to ensure a complete understanding of their workload. This will include drafting letters, emails, managing complaints, preparing reports and presentations, co-ordinating responses with minimum supervision and guidance.Manage electronic diaries, emails, day to day telephone queries and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.
Use initiative in all areas of work in the absence of or on behalf of the CEO and ensure they are kept informed. This involves prioritising and problem-solving skills and a well -developed ability to relate absorbed knowledge to new emerging problems without guidance.
Ensure that critical issues are brought to the CEO attention in a timely manner, ensuring that only appropriate queries are passed on and that the most appropriate people deal with others effectively.
Ensure that the CEO and Deputy CEO are aware of appointments and that all relevant documents are prepared for each meeting and travel arrangements/accommodation are in place.
Establish, develop and maintain links with key stakeholders including the Department of Health, NHSE, Government Office, MPs and the wider board.
Administer and co-ordinate high level meetings as required including Senior Management Committee (SMC) and the Executive Team meeting. Ensuring that papers are distributed within set deadlines and actions are progressed and completed. Attend and take notes/actions as required.
Alongside other members of the Executive Assistants be the first point of contact for visitors to the department in person or by telephone. Communicate with tact, understanding and discretion.
Provide full comprehensive and seamless cover for all duties of the Executive Assistant responsible for supporting the Chair in their absence.
Supervision/Managing the Trust Administration Function
Supervise all Executive Assistants within the team ensuring that work is appropriately prioritised, carried out effectively and on time. Overall management responsibility will be with the Director of Workforce.
Provides support and direction to the team, ensuring clear communication of policy, business objectives and agreed targets.
Foster a culture of mutual support and team working across the portfolio to ensure work is equitably allocated. Regularly assess existing posts within the team, making changes when necessary to assure levels of service and implement ongoing efficient ways of working.
Oversee training requirements of staff within areas of responsibility, proactively looking for opportunities to enhance the team’s knowledge and skill base. Ensure all new starters are inducted accordingly and supported to meet required levels of competence and confidence.
Implement Trust strategy and policy for HR management and development including recruitment and selection, managing attendance and absence, discipline and grievance.
To ensure that the office is covered between core hours on site utilising appropriate rotas for team members.
Support the Trust in the effective monitoring and use of resources, e.g. staff, premises, equipment, supplies and materials ensuring that costs and waste are kept to a minimum.
Develop and maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements maintaining accurate documentation and reporting any concerns.
Governance
Develop and maintain systems and processes to establish and maintain effective communication and confidentiality of information.
Ensure compliance with Trust policies procedures and guidelines for self and others by taking action/alerting senior management if practice contravenes policy or if concerned about any aspect of patient care.
Person specification
Qualifications & Experience
Essential criteria- Post Graduate Degree or equivalent experience in related subject and/or environment
- Experience of working within a business administrative function.
- Experience of working to provide EA support for all levels of an organisation including Board members
- Experience of leading and or being involved in service improvements and organisational change projects
- Experience of developing and implementing standardised ways of working
- Experience of working closely with senior colleagues on confidential and sensitive activities
- Supervisory experience including the managing of HR and performance issues.
- Excellent typing/word processing skills/and or OCR/Text production and word processing level 3 or Advanced ECDL or equivalent.
- Experience of managing conflict
- Knowledge of understanding functionalities of digital solutions appropriate to the business administrative environment
- Experience of working within an NHS organisation
- Experience of setting up and managing performance monitoring systems
Circumstances
Essential criteria- Able to be mobile across the organisation and other locations
- Ability to work flexibly with occasional need to work unsocial hours
- On site working is required for the full working hours of this post
Values and Behaviours
Essential criteria- Must demonstrate the Trust’s values
- Recognition of the importance of showing respect, dignity and compassion to patients and colleagues
- A commitment to work together to create the best outcomes
- A commitment to quality and safety
- A listening and learning approach
Skills
Essential criteria- Excellent skills in use of Microsoft Office (including Outlook, Word, Excel and Powerpoint)
- Ability to write, develop, consult, interpret, review and amend complex information.
- Ability to organise and prioritise work to meet deadlines whilst managing a number of conflicting requirements in a professional manner.
- Self- motivated with an ability to work accurately under pressure without supervision and direction.
- Flexible responsive approach to work
- Ability to implement and manage change.
- Ability to make appropriate informed decisions and respond and act on constructive feedback
- Ability to take notes at meetings and produce accurate, grammatically correct comprehensive minutes.
- Ability to supervise and motivate people leading by example and holding people to account.
- Ability to work as part of an effective team.
- Ability to communicate effectively with individuals at all levels across all agencies.
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
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.