Job overview

To provide efficient, digitally enabled administrative support to senior leaders at Health Innovation Manchester, ensuring high quality diary management, travel arrangements, and meeting coordination. The postholder will contribute to a consistent service covering the full working week, arranging meetings and managing on-site logistics for meetings as required.

The postholder will operate within a defined, organisation-wide service model, delivering general assistance to senior leaders in line with policy, ways of working (SOPs), and assignment management arrangements. The postholder will provide high-quality operational and administrative support for visitor management, Health & Safety administration, digital assets, and office coordination.

Main duties of the job

Provide high-quality administrative and operational support to senior leaders, including diary management, meeting coordination, travel arrangements, accommodation booking and event logistics. Ensure effective forward planning, manage competing priorities and coordinate with stakeholders.

Support the delivery of a consistent senior leader support service through the effective management of shared mailboxes, routine correspondence and digital workflows. Promote use of AI-enabled tools to improve efficiency.

Coordinate visitor management activities for our offices, including pre-visit arrangements, access requirements, room bookings and logistics, maintaining visitor records.

Provide admin support for Health & Safety activities, including maintaining records, coordinating routine compliance actions, supporting risk and incident reporting and resolving issues. Ensure information is maintained through digital systems.

Support operation of the office environment, including facilities administration, equipment and supplies management. Contribute to team rotas to ensure continuous service and on-site presence.

Maintain digital systems, asset registers and licence records. Maintain accurate databases to support effective business operations.

Communicate professionally with colleagues and stakeholders, maintaining confidentiality. Organise meetings, contribute to service improvement activities and demonstrate flexibility to business needs.

Detailed job description and main responsibilities

IMPORTANT CANDIDATE INFORMATION

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

Closing vacancy listings early

We welcome applications from a wide range of backgrounds and experiences. To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other. As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

For more information about the cost of the various types of DBS, please visit: https://www.gov.uk/government/news/dbs-fees-are-changing-in-december

DBS Update Service

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification:

Administration

Essential

• Educated to GCSE level or equivalent NVQ Level 4 or equivalent experience in administration, secretarial or business administration related areas.
• Good working knowledge of Microsoft Office and digital collaboration platforms.
• Advanced diary and mailbox management skills, including proactive prioritisation and forward-planning for senior individuals
• Strong organisational and communication skills. Ability to communicate confidently and professionally with senior internal and external stakeholders
• Extensive experience providing administrative or secretarial support to senior leaders.

Desirable

• Knowledge of NHS administrative procedures.
• Evidence of learning agility and willingness to develop skills, particularly in relation to digital and AI-enabled ways of working.
• Experience supporting software administration and supplies management.