Research & Development Administrator

Job description

Job responsibilities

Main Duties and Responsibilities:

1. To coordinate the Research Office to ensure that the office provides an effective working environment for office staff. Coordinate accommodation requirements and ensure the availability of office furniture and equipment e.g. stationery. Develop and maintain robust office systems and procedures, e.g. central filing systems, locking up procedures, fire instructions.

2. To act as first point of contact for callers to the Research 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 up to date contact lists to facilitate communication.

3. To arrange meetings and appointments for the R&D Directors and R&D Senior Managers. This will involve managing diaries, clarifying arrangements, collecting and collating all supporting paperwork, making travel arrangements, ensuring accurate records are kept.

4. To 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 at different locations within KCH, and other Trusts. Meetings include Quarterly Portfolio meetings to review the current study portfolio and support the R&D Director, R&D Deputy Director and Head of Research Workforce.

5. To provide the administrative support for communications material, such as preparation of updates, placing adverts and notices, liaising with Communications to make edits to the website and Kwiki pages when required.

6. To be responsible for the procurement of goods and services for the research office, including ordering stationery and office furniture.

7. To manage the eRoster system for R&D, including reporting sickness, annual leave approvals and finalisations.

8. To facilitate recruitment to research related posts within the office or clinical research areas, in line with Trust processes, using the trusts recruitment system TRAC.

9. To support a range of varied R&D projects and improvement initiatives, including support the coordination of the International Clinical Trials Day event.

10. Any other duties of a similar nature as requested by the R&D Directors and R&D Senior Managers.

11. To provide support to the R&D Data Officer, including uploading documents and participant recruitment onto EDGE, alongside making accounts and managing the data inbox.

Person Specification

Education and Qualifications

Essential

• GCSE A-C grade in English or equivalent PLUS evidence of professional development e.g. courses (in administration, project management) or further education
• Experience of working in an administration / coordinator or office management role
• Proven experience in MS Office Package, email and Internet browsers; Advanced keyboard use

Desirable

• PA experience
• Previous experience in the NHS or in a Higher Education setting

Skills and Competencies

Essential

• Excellent written and verbal communication skills combined with an effective and courteous telephone manner
• Able to demonstrate tact and diplomacy
• Ability to work as part of a team and provide leadership
• Ability to work under pressure and exercise judgement when dealing with inquiries.
• Excellent problem-solving skills
• Effective in managing own time
• Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload
• Ability to coordinate projects to meet deadlines
• Ability to work without supervision and use own initiative.
• Ability to concentrate even with frequent interruptions and unpredictable working pattern

Desirable

• Interest in research

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.

Certificate of Sponsorship

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).

Employer details

Employer name

King's College Hospital NHS Foundation Trust

Address

Research & Innovation Office

245A Coldharbour Lane

Brixton

SW9 8RR

Employer's website

https://www.kch.nhs.uk/ (Opens in a new tab)