Research & Development Administrator

Job overview

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

Research & Development Administrator:

• 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 be the first point of contact for researchers and colleagues requesting support from the R&D Office.
• To assist with the update study information on the EDGE database including document uploads.

Detailed job description and main 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 trust’s 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.