Senior Administration Assistant

DUTIES AND RESPONSIBILITIES GENERAL OFFICE 1. Act as

Deputy to Directorate Administrator

Provides a confidential administrative support to the Director, including the handling of sensitive documents. Acts as deputy to the Directorate Administrator in their absence and assists with supervising staff. Provides secretarial support to CMPE groups and their sub sections in the region. Produces accurate minutes for the Directorate Board and Group LeaderMeetings. Arranges internal and external meetings when required. Ensures sensitive and confidential information is dealt with in an appropriate manner. CMPE deal with a wide range of professional, technical and medical staff both locally and in the North West Region and on occasions with telephone patient enquires. 2.

Invoicing and other financial functions

Raises external invoice request forms and processes own invoices. Required to generate non-stock requisitions and call off orders, liaises with Requisition and Supplies and Stores. Carries out workflow invoice approvals via integra. Monitors goods received receipting for Radiopharmacy invoices. Provides details to Radioisotope Service Manager on daily basis. Carries out GRNs of Radiopharmacy invoices when authorised and list received from Radioisotope Service Manager. Processes Study Leave requests in an appropriate and timely manner. Oversees the maintenance and ordering of stationary stock. 3. Staffing Inputs overtime and allowances into e-Pay. Checks accuracy of staff travel expenses that have been entered into e-Pay. Conducts random monthly audits of expenses with Group Leaders. Inputs absence recording and terminations in ESR. Calculates staffs annual leave entitlements as and when required via ESR. Completes administrative local inductions for new starters. Updates NHS Portal Distribution Lists of any new starters and leavers. Is able to cover for other administrative staff during working hours and in their absence as and when required. 4. General Administration Duties Works closely daily and able to have a good working relationship with Directorate Administrator. At year end, prepares files for archiving and sends them away to secure Document Storage Facility using their specific database. On a daily basis, completes fire safety checks as directed. Collates records and updates Key Performance Indicators on Balance Scorecard for Directorate Board meetings on a monthly basis. Liaises with contributors to ensure timely completion prior to directorate boards. Provide details of KPI results to Head of Performance on a monthly basis. Prepares own work procedures and also produces and maintains the standard operating procedures for the admin group. Is able to work on their own initiative and organises own workload. Automatically covers for Directorate Administrator in periods of high pressure. Handles confidential situations or paperwork with respect and responsibly. Provides assistance and advises colleagues from other groups on Admin processes. Any other duties commensurate with the grade.This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder which may be reviewed in the light of experience and developments within the service commensurate with the grade of the post. This job description is subject to regular review and appropriate modification. Any review will be undertaken in conjunction with the post holder.