Job summary
The South London RRDN Officer plays a key role in providing high quality administration support, ensuring that the South London RRDN works effectively. The main role is to support the South London RRDN Office Manager, by providing administrative support for South London RRDN meetings including booking catering, rooms and minute taking where necessary, both face to face and via virtual platforms such as Microsoft Teams and Google Meet. The post overall will provide a broad range of support activities including ongoing and fixed term projects within the department. The ongoing coordination of the office will include dealing with callers and queries, procuring and organising office equipment and supplies, maintain office building facilities and liaise with service departments. The role will require the individual to interact with a multidisciplinary team in a very busy office environment often requiring appropriate judgements to be made under minimal supervision.
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
Main duties of the job
- Be responsible for ordering stationery and ensure the stationery cupboard is tidy at all times.
- Be responsible for raising any IT requests on behalf of the South London RRDN Team.
- Keep up to date with general departmental developments.
- Support the implementation of projects, with minimal supervision to agreed goals and agreed timescales.
- Provide efficient administration support to help senior managers coordinate meetings and events as required.
- Prepare and produce reports / spreadsheets, presentations and other documents as requested using the format required by the department.
About us
The NIHR Research Delivery Network (RDN) supports the effective and efficient initiation and delivery of funded research across the health and care system in England for the benefit of patients, the health and care system and the economy, to support:
? Clinical trials and other well-designed health and social care research studies (including studies that are delivered outside of an NHS setting);
? Public health studies that require the recruitment of individuals within an NHS setting (that is, acute, ambulance, mental health, community or primary care) or an episode of care which involves contact with the NHS.
Job description
Job responsibilities
- Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality. Provide filing support for the South London RRDN department and maintain mandatory training processes and records to ensure departmental compliance.
- Provide administrative support to departmental events. This will involve booking venues, clarifying arrangements, collecting and collating all supporting paperwork, updating regular event contracts, coordinating travel and accommodation arrangements, processing claims for travel and subsistence expenses, and providing support on the day.
- Arrange and provide administrative support for meetings, including minute taking, preparing agendas and following up actions, compiling and distributing papers, booking meeting rooms and arranging catering, providing travel directions and acting as the first point of contact for members regarding meeting arrangements and attendance. This may require travel to and attendance at meetings in different locations.
- Act as first point of contact for callers, visitors and deliveries to the South London RRDN Office, and for telephone and written enquiries. Receive and deal with incoming telephone calls in a polite and professional manner, re-directing or taking messages and using initiative to deal with queries where appropriate. Maintain accurate contact lists and support the Office Managers by ensuring that contact details are up to date to facilitate communication.
Job description
Job responsibilities
- Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality. Provide filing support for the South London RRDN department and maintain mandatory training processes and records to ensure departmental compliance.
- Provide administrative support to departmental events. This will involve booking venues, clarifying arrangements, collecting and collating all supporting paperwork, updating regular event contracts, coordinating travel and accommodation arrangements, processing claims for travel and subsistence expenses, and providing support on the day.
- Arrange and provide administrative support for meetings, including minute taking, preparing agendas and following up actions, compiling and distributing papers, booking meeting rooms and arranging catering, providing travel directions and acting as the first point of contact for members regarding meeting arrangements and attendance. This may require travel to and attendance at meetings in different locations.
- Act as first point of contact for callers, visitors and deliveries to the South London RRDN Office, and for telephone and written enquiries. Receive and deal with incoming telephone calls in a polite and professional manner, re-directing or taking messages and using initiative to deal with queries where appropriate. Maintain accurate contact lists and support the Office Managers by ensuring that contact details are up to date to facilitate communication.
Person Specification
Education and Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience
Knowledge and Experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Excellent standard of written and spoken English
- Ability to prioritise and meet tight deadlines
- Ability to manage own workload and oversee that of direct reports
- Experience of working in an administration environment
Desirable
- Experience of leading/managing others
- Experience of producing minutes for key meetings
Skills and Abilities
Essential
- Excellent organisational skills
- Reliable and accurate, with ability to meet key deadlines
- Able to use Mircrosoft Office (Word, Excel, Powerpoint) and web/app based digital packages to produce complex and accurate documents
- Interest in scientific research, including clinical research, and the health and care service
Value and Personal Qualities
Essential
- Enthusiastic and works with initiative and self-motivation and in the motivation of others
- Professional approach to work and a good team player
- Maintains and promotes confidentiality
Person Specification
Education and Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience
Knowledge and Experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Excellent standard of written and spoken English
- Ability to prioritise and meet tight deadlines
- Ability to manage own workload and oversee that of direct reports
- Experience of working in an administration environment
Desirable
- Experience of leading/managing others
- Experience of producing minutes for key meetings
Skills and Abilities
Essential
- Excellent organisational skills
- Reliable and accurate, with ability to meet key deadlines
- Able to use Mircrosoft Office (Word, Excel, Powerpoint) and web/app based digital packages to produce complex and accurate documents
- Interest in scientific research, including clinical research, and the health and care service
Value and Personal Qualities
Essential
- Enthusiastic and works with initiative and self-motivation and in the motivation of others
- Professional approach to work and a good team player
- Maintains and promotes confidentiality
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
