Research & Development Administrator

Employer King's College Hospital NHS Foundation Trust Employer type NHS Site Research & Innovation Office Town Brixton Salary £33,094 - £36,195 per annum, including high cost allowance Salary period Yearly Closing 22/12/ :59 King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley. We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements. Research & Development Administrator - Band 4 Full time - 37.5 hours per week The Research & Development Administrator plays a key role in ensuring the Research & Development Office works effectively. They have responsibility for delivering key research governance functions, provides administrative support to the team and coordinates a range of improvement projects and initiatives. Main duties of the job To be the first point of contact for researchers and colleagues requesting support from the R&D Office. To provide ongoing general management of the R&D Office to ensure an efficient and responsive service, including being responsible for keeping the Office tidy. To provide secretarial support to the R&D Directors and Senior Managers, including Diary management and room bookings as required. PA to the R&D Director with responsibilities of diary management, project assistance, managing schedules & calendars. To arrange, support and minute the regular meetings, and ensure attendance at all R&D related meetings, e.g. Quarterly Portfolio meetings, Finance meetings, Operational Management Group (OMG) meetings & R&D Board meetings. To facilitate the recruitment process for research posts as directed by the R&D Director, including completing LPC requests, A2E requests, change to contractual documents and advertising posts on TRAC. To support research related events (e.g. the International Clinical Trials Day, and Research Strategy Day) To use Oracle the Trust procurement system to request purchase orders and subsequently organise payment of invoices with accounts payable. To assist with the update study information on the EDGE database including document uploads. Working for our organisation King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level. We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people. Detailed job description and main responsibilities Main Duties and Responsibilities: 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. 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. 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. 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. 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. To be responsible for the procurement of goods and services for the research office, including ordering stationery and office furniture. To manage the eRoster system for R&D, including reporting sickness, annual leave approvals and finalisations. To facilitate recruitment to research related posts within the office or clinical research areas, in line with Trust processes, using the trust’s recruitment system TRAC. To support a range of varied R&D projects and improvement initiatives, including support the coordination of the International Clinical Trials Day event. Any other duties of a similar nature as requested by the R&D Directors and R&D Senior Managers. 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 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 PA experience Previous experience in the NHS or in a Higher Education setting Skills and Competencies 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 Interest in research IMPORTANT Check your email account regularly as this is how we will communicate with you If you delete the job from any of your accounts, you may be prevented from accessing further communications To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert Please provide email addresses for referees where possible Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role. Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment. King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate PublicationsKing's Health Partners Academic Health Science Centre WebsiteKing's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts. Employer certification / accreditation badges #J-18808-Ljbffr