Administrative Assistant [R&I] (XN04)

Leeds Teaching Hospitals

This job is now closed

Job summary

An exciting opportunity has arisen to join the Research and Innovation Business Team as Administrative Assistant for Research Contracts. This a challenging but rewarding role and involves working with colleagues in Research and Innovation, The NIHR Yorkshire and Humber Research Delivery Network (RDN), other teams in the Trust, and academic partners in industry and charity organisations.

Supporting one of our core functions with R&I, you will assist the Contracts Manager in delivering a high-quality contract negotiation, review and management service for research related contracts.

You will be responsible for providing a high level of administrative support and co-ordination for the Contracts Manager and the wider Business Team that includes updating and maintaining the contracts tracker, reviewing contract amendments and CDAs, maintaining the research contracts and business team email inbox. You will support and sustain efficient administrative protocols, processes and procedures in line with the research contract needs.

If you have excellent organisational skills and the ability to work both independently and as part of a team and can effectively manage a variety of tasks with competing deadlines then this is the role for you.

We are offering a full-time/part-time permanent position to a suitable candidate who will work within a friendly and dynamic team.

Main duties of the job

Main duties of the Role

Updating and maintaining the tracker for managing research contracts

Placing orders and raising invoices

Providing administrative support and coordination for the Contracts Manager and the Business Team

Reviewing contract amendments and CDAs

Providing administrative support and coordination of activities for the Business Team,

Supporting system and process improvements

Maintaining the research contracts and business team email inbox

Managing contract documents in appropriate folders on SharePoint and on EDGE

Working autonomously on projects within the job role seeking guidance as required.

About us

The role of Research and Innovation Administrative Assistant Research Contracts will sit within the Research and Innovation CSU which supports research delivery across multiple clinical teams and Key Support Services within the Trust. As part of the central R&I infrastructure, the role will sit within the R&I Business Team which is located in the Research and Innovation Building at St Jamess Hospital. Other members of staff in this team include Business Managers, Assistant Business Managers, Contracts Manager and administrative staff. The team supports the business functions of R&I.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Expected Shortlisting Date:

18/12/2024

Planned Interview Date:

13/01/2025

Date posted

27 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-DRI-0176

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

JOB DESCRIPTION

Job Purpose

The Administrative Assistant will be part of the Business Team within Research and Innovation. You will assist the Contracts Manager in delivering a high-quality contract negotiation, review and management service for research related contracts and provide a high level of administrative support to ensure efficient operating of the functions within the wider Business Team.

You will produce documents and analyse and collate information in different formats e.g. Word, Excel and PowerPoint whilst managing own workload whilst using your initiative to adhere to time scales and deadlines. You will seek to identify and offer solutions to problems and areas for improvement.

The Leeds Way Values

Our values are part of what makes us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

Principal Duties and Areas of Responsibility

Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.

Identifying problems and areas for improvement and offer solutions.

Using own initiative and judgement where appropriate, providing outcomes and solutions from a range of options for research delivery teams and other members of staff in the Business Team

Dealing with complex enquiries, investigating and researching matters thereby providing appropriate information/guidance and advice, escalating issues to relevant senior staff.

Liaises with external contacts/organisations and with internal colleagues to access appropriate information/advice as required to fulfil the role, including chasing parties for contract signatures and sending out contracts via electronic signature systems, ie. Adobe and Docusign.

Working on your own, manage your own workload and use your initiative to adhere to timescales and deadlines.

Ability and experience to carry out administrative duties such as filing, faxing, cash handling, photocopying, mail handling, diary management and arranging meetings.

Attending meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required.

Ability to analyse and collate data and use it to produce reports and newsletters.

Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.

Willing to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.

To work autonomously on projects within the job role seeking guidance as required.

Special Working Conditions

There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with the line manager.

Person Specification

Essential

QUALIFICATIONS/EXPERIENCE

GCSE (or equivalent) English Language grade C or above

A willingness to undergo training and new skills

Previous experience of working in research in an administrative role, for example as a Clinical Trials Assistant.

SPECIAL KNOWLEDGE/EXPERIENCE:

A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train colleagues where appropriate.

Interpretation and analysis of reports, databases and spread-sheet information.

Well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.

Aware of the Data Protection Act and Confidentiality in relation to the role.

An ability to effectively implement and ensure adherence to the R&I policies and procedures associated with the role and the service.

BEHAVIOUR/SKILLS

Ability to manage a variety of tasks with competing deadlines.

Have the ability to assess and resolve problems within the remit of the role.

Able to adapt to new working practices/processes.

Able to implement and review changes within the working practices/processes of the team.

PRACTICAL SKILLS

Excellent organisational skills with the ability to work both independently and as part of a team

An ability to accurately transcribe complicated/complex notes and type complicated and complex information while subject to frequent interruptions.

An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.

Desirable

An understanding of the process of NHS research contracts

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.