NIHR BRC Administration Manager

Job description

Job responsibilities

RESPONSIBILITIES:

1. Provide high quality, consistent and comprehensive administrative support functions to the BRC management team office, managing incoming communications, drafting responses and distributing and delegating tasks where appropriate, demonstrating a high level of discretion, confidentiality and appropriate initiative.

2. Act as a first point of contact for communication with the BRC in a confidential, effective and efficient manner.

3. Coordinate and administer BRC Steering Committee, BRC research theme leaders meetings, BRC operations meetings and BRC management team meetings. Includes organizing schedules, rooms and refreshments, preparing agendas and papers, circulating information, taking high quality minutes and ensuring action points are followed up.

4. Maintain and build upon internal/external relationships and communicate effectively with a range of stakeholders and partner organisations at Executive and Board level at OUH NHS Foundation Trust and University of Oxford.

5. Take ownership of the management of smaller discrete projects at the request of the BRC senior management team and support them with the management of larger more complex projects.

6. Assist the Head of BRC Operations with Human Resource issues, such as recruitment, appraisals, absence reporting, and recording of annual leave.

7. Manage the purchase and stock control of stationery, refreshments, template documents and equipment for the BRC.

8. Oversee the use of BRC meeting rooms and office facilities.

9. Organise office maintenance and repair as necessary.

10. Manage the Deputy and Head of BRC Operations calendars and resolve complex and conflicting commitments on a daily basis. Anticipate diary pressures and take appropriate action to ensure smooth running and effectiveness.

11. Arrange meetings and appointments via the calendar system with both internal and external contacts working closely with the BRC Director . This will include liaison at the highest levels with Trust and University staff.

12. Plan and co-ordinate diary events such as Ministerial and other high-level visits/Board and other away days, meetings and conferences.

13. Identify suitable venues on or off site, depending on the number of delegates, room layout, hospitality and audio-visual requirements.

14. Organise travel and accommodation arrangements for the BRC management team.

Finance

15. Support the BRC management team in financial matters including co-ordinating invoice payment and claim form processing such as travel, subsistence and other expenses and preparing purchase requisitions as necessary. Working closely with the R&D Head of Financial Management.

16. Support Deputy Head of Operations to ensure that all relevant quarterly and annual reporting requirements are quality checked and deadlines met. Includes working closely with BRC theme liaisons.

17. Contribute to the planning and management of future BRC funding applications, working closely with the BRC senior management team and BRC Director.

Other responsibilities

18. Attend and participate in training, both internal and external, in order to carry out these duties effectively.

19. Any other duties relevant to the post and appropriate to the grade, which reflect the changing needs of the service.

20. All post holders will be expected to adhere to the NHS Code of Conduct.

Person Specification

Qualifications and experience

Essential

• A good first degree or equivalent including significant experience of acting as a PA at a high level, in a large complex organisation.

Relevant Experience

Essential

• Experience in a similar role plus experience in a senior administrative role. Proven experience of working as a PA.

Desirable

• Experience of working with Executive level Boards and Committees

Experience

Essential

• Previous experience organising events. Experience of working autonomously to resolve problems. Excellent written communication skills, demonstrate experience of preparing papers for meetings, minute taking, etc., including accurate typing and proof-reading skills. Ability to exercise a high degree of tact and discretion with confidential information. Ability to exercise a high degree of personal responsibility, judgement and initiative, with a positive, proactive and flexible approach to work. Excellent time management and organisational skills with the ability to manage and prioritise a varied and busy workload, working to deadlines as required, including coping with unpredictable volumes of work and busy periods. Experience of using financial information systems.

Personal skills

Essential

• Comfortable liaising with people at all levels, in particular very senior personnel internal and external to the University of Oxford and OUH NHS Trust staff

Personal skills

Essential

• Good team player Excellent communicator Flexible and helpful attitude adaptable to changing priorities

Technical skills

Essential

• Computer literate with experience of working with the Microsoft Office package.

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

Oxford University Hospitals NHS Foundation Trust

Address

John Radcliffe Hospital

Headley Way, Headington

Oxford

OX3 9DY

Employer's website

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