Job summary
An exciting opportunity has arisen for a new R&I Administrator to join the Research and Innovation team, based at Leicester General Hospital.
We are looking for a highly motivated, hardworking and enthusiastic candidate to join us to provide a high standard of administrative service in our busy research department.
The role of the Research and Innovation Directorate is to establish and maintain an excellent platform for clinical research and research management within the University Hospitals of Leicester NHS Trust. The Research and Innovation Directorate is led by a Clinical Director, Professor Nigel Brunskill who is supported by a team that provides centralised management services. The core team consists of a Chief Operating Officer, Deputy Chief Operating Officer, R&I Manager, Research Support Officers, Clinical Trials Monitor & Trainer, Data & Information Managers, Contracts and Administrators.
The team work closely with all the Corporate Directorates and Clinical Management Groups across the Trust.
This is an important role within the existing team, focusing on the administration of the Research and Innovation office.
Main duties of the job
The key purpose of this job is to support the R&I Office. The post-holder will provide key and varied administration services to the team.
To fulfil this role you will need exceptional communication skills and administration experience. An interest in research and research activities within UHL would be beneficial. The ideal candidate must also have excellent organisational skills and be able to communicate clearly and professionally with a range of stakeholders at all levels.
The post holder will need to provide general administrative services in assisting with the efficient running of the Research & Innovation Office. This includes providing prompt, accurate and skilled secretarial support to the Deputy and Chief Operating Officers and to act as the initial point of contact for communications to the R&I Directorate. Thorough experience and skills in efficiently using the 365 suite, particularly Outlook, Forms and SharePoint is required.
Previous proven experience of organising meetings, managing agendas, taking minutes and coordinating action trackers is required. Excellent organisational skills gained within a complex project driven environment are also essential. Please note, there will be a skills test following the interview.
You will be based at Leicester General Hospital but will be expected to occasionally travel between all UHL sites as and when required.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do.
They are:o We focus on what matters mosto We treat others how we would like to be treatedo We are passionate and creative in our worko We do what we say we are going to doo We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
- Mail is sorted, redirected, acknowledged and/or answered appropriately within prescribed timescales.
- Organisation of meetings, conferences, seminars and workshops, including securing appropriate venues, speakers and facilitators, devising programmes and delegate packs.
- To produce and compile all administrative correspondence including letters, grant proposals, scientific papers, reports and other documents, from hand written notes or audio-dictation.
- To organise and attend meetings as required, take notes, report back if necessary and compile minutes.
- Produce data and information as required for research and audit purposes.
- To manage all incoming telephone queries and other enquiries, ensuring that they are dealt with promptly, effectively and appropriately. These may be from doctors and nurses, other members of staff and outside organisations. You will be required to either take actions or pass onto the appropriate person or email using own initiative.
- To arrange trust wide R&I meetings ensuring that an agenda is prepared in consultation with the Director for R&I/R&I Manager/Chief Operating Officer/Deputy Chief Operating Officer. Assembling background information for agenda items, producing minutes and identifying actions to be taken.
- To action UHL SAEs, Annual Reports, SUSARS, end of study declaration in a timely manner.
- Ensure the support needs of the team are met, including the ordering of equipment and supplies and the creation and maintenance of database and mailing lists.
- Ensure high quality administration and data management standards are maintained at all times, particularly when working under pressure in order to meet demanding deadlines.
- Facilitate effective communication and distribution of documentation both within the Research Directorate, other research Networks, clinical trial units and coordinating centres across the country.
- To Facilitate and add new studies onto the database and prepare the files that are required.
- Documents and information are effectively managed, handled and exchanged with care, accuracy and maintaining confidentiality.
- Administrative work is prioritised and completed within deadlines.
- Research project registration and assessment for completeness and appropriate action taken to obtain required information.
- To provide an effective and comprehensive administrative service to the R&I team and to act as a first point of contact dealing with internal and external staff, either face to face or via electronic commutations.
- To assess completeness of research approval applications, extract information and enter into R&I database.
- To maintain the R&I office electronic diary and manage appointments for the Deputy Chief Operating Officer & Chief Operating Officer as required.
- To monitor and order office equipment including stationery, IT and furniture this involves ordering on the e-Financials system.
- To update and manage Research sections of the trust website as and when required.
- To disseminate publicity posters and flyers etc and display them as appropriate.
- To assist the members of the R&I Team on the management of paperwork through the research governance approval procedure. This will involve tasks such as photocopying, collation of submission of documents, data entry onto the Edge database
- To organise and maintain an up-to-date filing system used in the R&I Office.
- To assist other office administrators.
- Assist with the delivery of training.
- Assist with Archiving processes.
Job description
Job responsibilities
- Mail is sorted, redirected, acknowledged and/or answered appropriately within prescribed timescales.
- Organisation of meetings, conferences, seminars and workshops, including securing appropriate venues, speakers and facilitators, devising programmes and delegate packs.
- To produce and compile all administrative correspondence including letters, grant proposals, scientific papers, reports and other documents, from hand written notes or audio-dictation.
- To organise and attend meetings as required, take notes, report back if necessary and compile minutes.
- Produce data and information as required for research and audit purposes.
- To manage all incoming telephone queries and other enquiries, ensuring that they are dealt with promptly, effectively and appropriately. These may be from doctors and nurses, other members of staff and outside organisations. You will be required to either take actions or pass onto the appropriate person or email using own initiative.
- To arrange trust wide R&I meetings ensuring that an agenda is prepared in consultation with the Director for R&I/R&I Manager/Chief Operating Officer/Deputy Chief Operating Officer. Assembling background information for agenda items, producing minutes and identifying actions to be taken.
- To action UHL SAEs, Annual Reports, SUSARS, end of study declaration in a timely manner.
- Ensure the support needs of the team are met, including the ordering of equipment and supplies and the creation and maintenance of database and mailing lists.
- Ensure high quality administration and data management standards are maintained at all times, particularly when working under pressure in order to meet demanding deadlines.
- Facilitate effective communication and distribution of documentation both within the Research Directorate, other research Networks, clinical trial units and coordinating centres across the country.
- To Facilitate and add new studies onto the database and prepare the files that are required.
- Documents and information are effectively managed, handled and exchanged with care, accuracy and maintaining confidentiality.
- Administrative work is prioritised and completed within deadlines.
- Research project registration and assessment for completeness and appropriate action taken to obtain required information.
- To provide an effective and comprehensive administrative service to the R&I team and to act as a first point of contact dealing with internal and external staff, either face to face or via electronic commutations.
- To assess completeness of research approval applications, extract information and enter into R&I database.
- To maintain the R&I office electronic diary and manage appointments for the Deputy Chief Operating Officer & Chief Operating Officer as required.
- To monitor and order office equipment including stationery, IT and furniture this involves ordering on the e-Financials system.
- To update and manage Research sections of the trust website as and when required.
- To disseminate publicity posters and flyers etc and display them as appropriate.
- To assist the members of the R&I Team on the management of paperwork through the research governance approval procedure. This will involve tasks such as photocopying, collation of submission of documents, data entry onto the Edge database
- To organise and maintain an up-to-date filing system used in the R&I Office.
- To assist other office administrators.
- Assist with the delivery of training.
- Assist with Archiving processes.
Person Specification
Training & Qualifications
Essential
- RSA IIl or equivalent
- Educated to GCSE level (or equivalent)
Desirable
- Consent, GCP Qualifications Courses Completed
Experience
Essential
- At least 3 years' proven experience in an administration post
- Understanding of confidentiality in the NHS
- Thorough understanding, knowledge and experience of using Microsoft 365 software: Excel, MS Teams, Outlook, SharePoint, OneDrive & Power Point.
- Experience of organising meetings, managing agendas, taking minutes and coordinating action trackers.
Desirable
- Experience of working within the NHS
- Previous secretarial experience
- Experience, interest and knowledge of Research within UHL
Communication and relationship skills
Essential
- Effective use of clear language, grammar and punctuation in all communications
- Demonstrate ability to effectively handle deadlines and work in a busy and demanding environment
Desirable
- Understanding of departmental and UHL organisational structure.
Planning and organisation skills
Essential
- Team player with ability to work to a number of people and to understand needs of other team members
- Good organisational skills. Strong organisational ability.
Analytical and Judgement skills
Essential
- Ability to analyse various forms of complex documentation for key information
- Accurately and promptly actioning directives from communications (emails, minutes, paperwork documentation) using own initiative
- Overall ability to work on own initiative.
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Person Specification
Training & Qualifications
Essential
- RSA IIl or equivalent
- Educated to GCSE level (or equivalent)
Desirable
- Consent, GCP Qualifications Courses Completed
Experience
Essential
- At least 3 years' proven experience in an administration post
- Understanding of confidentiality in the NHS
- Thorough understanding, knowledge and experience of using Microsoft 365 software: Excel, MS Teams, Outlook, SharePoint, OneDrive & Power Point.
- Experience of organising meetings, managing agendas, taking minutes and coordinating action trackers.
Desirable
- Experience of working within the NHS
- Previous secretarial experience
- Experience, interest and knowledge of Research within UHL
Communication and relationship skills
Essential
- Effective use of clear language, grammar and punctuation in all communications
- Demonstrate ability to effectively handle deadlines and work in a busy and demanding environment
Desirable
- Understanding of departmental and UHL organisational structure.
Planning and organisation skills
Essential
- Team player with ability to work to a number of people and to understand needs of other team members
- Good organisational skills. Strong organisational ability.
Analytical and Judgement skills
Essential
- Ability to analyse various forms of complex documentation for key information
- Accurately and promptly actioning directives from communications (emails, minutes, paperwork documentation) using own initiative
- Overall ability to work on own initiative.
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
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).
