Research Support Administrative Assistant

The post-holder will provide an efficient secretarial and administrative service to the College’s Head of Research Delivery (Dr Claire Potter) and the Research Delivery Team in the College of Medical & Dental Sciences’ (MDS) Research & Knowledge Transfer (R&KT) Office.The post requires a strong sense of initiative, the ability to ‘multi-task’ and effective communication skills.The post holder will be involved in providing dedicated support to the Senior Team Leaders and to provide dedicated local administration for devolved funding awards.The role is varied and includes maintaining diaries, databases and spreadsheets, arranging meetings, photocopying and filing, acting as a key administrator, within this area of the College. The post holder should have a flexible approach to work tasks, together with the ability to work on their own initiative unsupervised.

Main duties

• Provide administrative support including day-to-day management of diaries, arranging meetings, booking venues, providing a bring forward system for papers relating to meetings and minute taking when required
• Organise travel requests as required ensuring University procedures are followed
•  Acting as a focal point and dealing directly with routine research communications via phone, email and post, dealing with urgent communications in the absence of Senior Managers
•  Assist the administration team with the organisation of HR processes which may include the induction of new staff, absence recording or other similar duties
• Support the day-to-day maintenance of the R&KT Office’s web pages, staff profiles and newsletters
• Coordinate organisational aspects relating to external visitor, including compliance with UK Visa and Immigration requirements
• Prepare correspondence on behalf of other staff which may include routine letters or documents and more detailed reports, using a range of computer packages
• Maintain up-to-date filing systems and databases, continually reviewing systems as appropriate identifying areas for improvement
• Maintain office equipment and fittings in a working order, reporting faults promptly and ensuring adequate supplies stationery and consumables are available
• Represent the R&KT Office, College and University at internal events/meetings, presenting a professional image
• To carry out any other reasonable duties as may be required, which are commensurate with the grade and nature of the post.Required Knowledge, Skills, Qualifications, Experience
• Educated to GCSE Level or equivalent qualifications/experience
• Previous experience office administration experience
• Ability to show initiative and prioritise multiple work tasks
• Working knowledge of computer software applications, including email, Word and Excel
• Strong written and verbal communication skills, including the ability to communicate effectively with a range of staff and students
• Flexible attitude towards work activity of team, which may vary according to workload
• Excellent interpersonal skills and the ability to interact with staff at all levels, either internal or external to the University
• The ability to handle confidential and sensitive information appropriately, ensuring compliance with University standards.