Research and Events Administrator

Job Purpose

• To manage the administration of HSMC research and evaluation projects; tracking progress and reporting to Principal Investigators (PIs) and, as necessary, to the Director of Research on variance from planned milestones, providing professional and efficient support including:

• administrative support in the areas of research ethics and governance (NRES and NHS R&D)

• to devise, develop, maintain and monitor project management systems with early warning mechanisms, reporting tools and budget monitoring (e.g. travel, equipment, staffing costs), scheduling and monitoring of tasks, project filing systems with a ‘booking’ system for the loan of confidential research data and relevant journal articles, computer-based project databases for all data collected and records of all enquiries received and the responses.

• to be responsible for creating reports from standard systems, generating queries, etc. from University research returns

• creating and maintaining templates for completed projects i.e. publication/output templates - e.g. fitting final reports to NIHR template

• servicing the project team and steering group meetings by co-ordinating and distributing agendas, taking and circulating minutes, ensuring follow-up action is taken,

• arranging research project events including the catering, accommodation, paperwork etc.,

• creating and maintaining project schedules

• ensuring that lists of key contacts are developed and maintained

• producing regular project briefing papers (in conjunction with the academic project teams) for dissemination as required by the funders,

• arranging interview material to be transcribed or typed and collating associated documentation,

• producing/distributing project executive summaries/year-end reports,

• arranging the purchase of miscellaneous items,

• checking charges for accommodation, etc., are accurately invoiced and ensuring claims for payment are ready for authorisation.

Event Administration
 

• To be responsible for the administration of all HSMC’s programme of seminars, conferences, workshops, and training events on and off campus.

• Guiding and advising academics planning a new event, date and venue implications

• To make decisions relating to the logistical and successful delivery of the event i.e. venue, accommodation, catering, event format, negotiating competitive rates with suppliers

• To prepare event budget spreadsheets to help with planning of UK and overseas conferences and events for discussion and agreement with the lead academic

• Being responsible for all aspects of customer care from initial enquiries and bookings, attending event ensuring the smooth running of the event and that customer requirements are met

• Being responsible for all bookings for accommodation, venue, catering, equipment required.

• Monitoring booking numbers and providing progress reports

• Managing the post event production of event proceedings as required

Other

• Supervision of Events and Research Projects Assistant;

• Deputising when required for the School Business Manager

• Representing HSMC by attending events at external venues

• Attending School/College events meetings as necessary

Person Specification

• Significant experience of project management

• Significant experience in event organisation/administration

• Demonstrable customer care skills to a high level.

• A-level qualifications (or equivalent) or equivalent professional experience, word processing, minute taking skills

• Excellent IT skills, especially Knowledge of Windows based applications, specifically Microsoft Office including Word, Excel and PowerPoint

• Excellent written English skills, including good grammar, spelling and ability to write original text with data drawn from a number of sources under time pressure.

• Excellent oral communication skills and be comfortable communicating with a wide range of people at all levels by telephone and in person.

• Good team working skills.

• Ability to absorb and interpret complex information speedily. Excellent attention to detail.

• Excellent organisational skills, ability to manage own workload and keep to deadlines.

• Ability to prioritise and handle many competing demands successfully to deadline.

• Flexibility to take on a wide variety of tasks as necessary and in working hours eg to meet deadlines when necessary.

• Ability to make decisions, using own discretion and judgement.

• Willingness to travel within the UK to ensure the smooth running of events being held off University campus and on occasions to stay overnight as necessary.

• Previous experience of working in relevant academic and/or research administration within higher education