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Part-time Clerical Officer (Grade 5)

Employer
Global Academy Jobs
Location
United Kingdom
Closing date
Aug 26, 2016

Job Details

JOB PURPOSE:

The post-holder will be directly responsible for the administration of the research and scholarly activity undertaken by staff of the Centre for Medical Education (CME) ensuring all procedures conform to research governance and University policies.

MAJOR DUTIES:

  • Provide a confidential and professional administrative service to the Medical Education Research Group (MERG) and Scholarly
  • Education Research Network (SERN).
  • Coordinating the preparation and submission of grant applications in liaison with MERG staff in line with Centre/School and
  • Faculty strategies ensuring all application and research governance requirements and deadlines are met. Liaison as appropriate with Research and Enterprise and Faculty Research Finance team.
  • Supporting the development of Centre research strategy and policies and establishing and maintaining effective administrative processes and maintaining records, reports and databases to meet internal and external requirements.
  • Manage submissions internal or as required, external databases and repositories and establish and maintain a database of research projects carried out by CME academics as well as those which directly involve Queen’s medical students. Support academic staff with submissions to PURE.
  • Act as secretary to MERG committees and other relevant Centre committees to include responsibility for the organisation of meetings preparation of papers, drafting of minutes and for progressing follow-up action.
  • Contribute to the management and review of developing MERG activity by providing advice and making recommendations (e.g. scheduling of meetings, methods for improvement to working practices etc) to support informed decision making. Ensure that agreed strategies, policies and development plans are implemented.
  • Administer activities of the Scholarly Education Research Network (SERN) including the organisation of monthly SERN meetings, including visits of speakers and academic staff and SERN annual scientific meetings.
  • Responsible for the day-to-day financial administration and monitoring of all current and future grants awarded within the MERG remit. Assisting the award holders to ensure that all reporting and financial requirements of the funders are met and reporting to the Centre Administrative Manager ensuring that all reporting and financial requirements are met on time.
  • Manage the administrative processes associated with ensuring that MERG complies with all QUB and external requirements for research governance. Administer the monitoring and evaluation of research activity within CME.
  • Establish, maintain, retain and review electronic and manual filing systems in accordance with the University’s responsibility to legislation, e.g. Data Protection-Act, Freedom of Information Act, particularly for highly confidential and sensitive files/documents ensuring that confidentiality is maintained at all times. Coordinate the administration of a developing range of studentships supervised by MERG staff, including supervisory and appraisal meetings and effective communication with the Postgraduate Office within the School of Medicine, Dentistry and
  • Biomedical Sciences. Provide advice, recommendations and accurate/relevant information/data to assist MERG in the planning and allocation of resources, in line with Centre/School/Faculty strategic plans as activity develops. Assist in the preparation and delivery of appropriate marketing and public relations strategies to enhance the profile of MERG and SERN both nationally and internationally by overseeing the development and maintenance of appropriate external communication tools including relevant websites, events and publicity materials. To develop and maintain effective communications and working relationships both internally and externally. Support MERG staff adopt and make productive use of information and communication technology, including Skype and related communication software, Refworks, Mendeley and related reference management software, NVivo, RQDA, and other qualitative data analysis software. Network with MERG stakeholders including where appropriate major funding bodies, research councils, charities, industry, Health Service Trusts, national and international consortia/organisations to optimise engagement and maximise possible contributions to the objectives of MERG. Carry out any other duties which are appropriate to the post as may be reasonably requested by the supervisor or senior management of the Centre.


Planning and Organising:

  • Develop appropriate work schedules in order to meet MERG targets and/or turnaround times in line with overall CME deadlines/cycles of business.
  • Use initiative to take responsibility for the instigation and completion of areas of work with minimal direction from Administrative
  • Manager. Use initiative and discretion, based on knowledge and experience, to determine priorities and resolve conflicts to meet targets and deadlines.
  • Prioritise own workload and ensure that required deadlines and standards are met.

Resource Management Responsibilities:

  • Administer grant budgets, ensuring the required financial reporting is completed to deadline.
  • Full understanding of the financial requirements of grants awarded and use of appropriate internal and external systems, as required.
  • Responsible for ensuring that resources are organised and available to support research and scholarly activity.
  • Apply appropriate budgeting strategies to ensure that the objectives of MERG can be achieved.
  • Communicate any financial concerns in a timely manner to the Centre Administrative Manager.


Internal and External Relationships:

  • Responsible for ensuring effective communication within MERG, SERN, the Centre/School/Faculty, the University and externally.
  • External relationships may include senior officers of major funding bodies both national and international (e.g. Research Councils, Charities, Industry, etc); senior staff in Health Service Trusts; national and international research consortia/organisations.
  • Attend internal and external meetings as required to support the work of MERG/SERN.
  • Liaison with other School/Faculty/University offices including Faculty Research Finance, Research and Enterprise, School
  • Postgraduate Office, Communications Office.
  • Develop and maintain close working relations with relevant QUB staff and external organisations and take a lead in either taking action on, or reporting to the relevant staff, any issues which arise in relation to research and scholarly activity.
  • Acting as first point of contact for MERG/SERN, deal with a wide range of staff at all levels both internally and externally calling for tact and diplomacy and involving discussion and negotiation.

ESSENTIAL CRITERIA:

  • Relevant academic or vocational qualifications (e.g. A levels, HND or NVQ Level 3 or equivalent) in a relevant subject.
  • Substantial relevant experience providing professional administrative support, including: Experience of administering budgets, monitoring accounts and maintaining associated financial records; Planning and project administration including completing project activities and team goals within fixed timeframes; Servicing committees dealing with complex business including taking minutes, preparing reports; Managing relationships with internal and external stakeholders; Responding to changing situations and planning, setting and delivering targets Appropriate level of ICT skills and knowledge of relevant software packages including spreadsheet design and usage and excellent Powerpoint skills.
  • Ability to assimilate and analyse complex information and maintain high levels of accuracy whilst working under pressure.
  • Excellent oral, written and face to face communication and the ability to communicate effectively using a range of media, including, for example, Skype and teleconferencing.
  • Excellent interpersonal skills in order to establish effective working relationships.
  • Strong negotiation skills with the ability to work with and influence senior management and the ability to handle conflict and reach agreement.
  • Team worker with the ability to work on own initiative, supportive of other colleagues.
  • Highly motivated.
  • Ability to travel both locally and nationally, if required.
  • Ability to work flexibly/unsocial hours, if required.


DESIRABLE CRITERIA:

  • Primary degree.
  • Experience of working in a higher education or health/social care environment.
  • Demonstrable understanding of issues relating to good research governance.

ADDITIONAL INFORMATION: 20 hours per week.

 

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Global Academy Jobs works with over 250 universities worldwide to promote academic mobility and international research collaboration. Global problems need international solutions. Our jobs board and emails reach the academics and researchers who can help.

"The globalisation of higher education continues apace, driving in turn the ongoing development of the global knowledge economy, striving for solutions to the world’s problems and educating a next generation of leaders and contributors."

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