Project Officer (Research Delivery) - Medical and Dental Sciences

The aim of this role is to act as a focal point and administrative support post for the development of research collaborations across the Research Delivery Team in the College of Medical & Dental Sciences' (MDS) Research & Knowledge Transfer (R&KT) Office. The role will support a number of projects across the team but these will include the NIHR Global Surgery Unit, Birmingham Cancer Research Centre, and the NIHR Biomedical Research Centre (BRC).The post will also support the Head of Research Delivery and the team leaders in new projects and their set-up.

Job summary

The post holder requires a strong sense of initiative, the ability to ‘multi-task' and effective communication skills. They will be involved in providing dedicated support to the Research Delivery Team 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 Project Officer will be responsible for ensuring the smooth day-to-day running of the research projects whose support is under the Research Deliver Team, by working with Head of Research Delivery and the team leaders. They will provide an efficient operational base by supporting and maintaining: up to date communications with various stakeholders; reporting; databases and leading the organisation and coordination of project meetings, dissemination events and supporting the planning of future activities.

Main duties

The Project Officer will be responsible for ensuring the smooth day-to-day running of the research projects in coordination with the Head of Research Delivery and the team leaders. Development of new projects will be undertaken as required.

Main duties will include:

• To support all management and business processes associated with coordinating research projects within the Research Delivery Team. Demonstrating, but not limited to, skills and duties including: Project Management, coordination of analysis (including questionnaires and interviews), meetings (organising venues, papers and agendas, diary management), research documentation (design, preparation and distribution of reports, proformas and research data), full financial management of project budget (including regular reporting both externally and externally). 
• To support the development of all management and business processes to ensure efficiency and to ensure the programme of research is managed in accordance with University polices. Involving an awareness of organisational policies and requirements and University processes and maintaining consistency of all project documentation both day-to-day, interim and wider disseminated reports. Creation of standard operating procedures for study documentation for the research team to adhere to. 
• To build and sustain professional relations with all staff employed by and associated with the relevant project within the Research Delivery project portfolio. This includes staff employed across the University of Birmingham, partner Universities and wider Stakeholders including funders such as the MRC and NIHR. Acting as a point of contact for the project both internally and externally. 
• To be responsible for the financial management of associated research projects at the University, ensuring operation within the budget tolerances set by funders. This will include; taking ordering, planning and monitoring budget forecasts and reconciling any reports. Regular liaison with management accounts at partners to ensure transparency and consistency for the grant. Responsibility for compiling any finance reports to the relevant funding bodies. 
• External reporting: To be responsible for compiling financial monitoring report and liaise with the funders and University Managers and contribute to writing any research progress report submitted to the relevant funding body 
• To maintain regular contact and update the Research Lead(s) with progress, milestones, new appointments and any issues arising within the wider aspects of the project. 
• To be responsible for organising team, management and steering committee meetings following-up all actions and queries. The post holder will establish agendas and ensure good governance and reporting. 
• To co-ordinate recruitment for associated projects for the team ensuring all policies and procedures are adhered to. 
• To contribute to the development of the research, assisting with the creation of research materials. This will include aiding in the production of surveys, questionnaires, proformas, interview schedules, posters and other promotional materials. The postholder will be responsible for ensuring consistency of the materials. 
• To work alongside the Research Lead(s) and/or Project Managers in co-ordinating and collating bid submissions for additional research grants, obtaining all financial data and ensuring proper governance and ethical procedures are followed. 
• To support the dissemination of research findings and help to design, create (where required) and implement innovative approaches to the transfer of knowledge between the research partners. 
• To delegate administrative tasks to support staff based at partner Universities and Hospitals and within the University. 
• To support the development and maintenance of Standard Operating Procedures (SOPs) to outline the management and business processes associated with coordinating the research project. 
• To provide support to the Research Lead(s) and associated staff including: detailed diary management, travel, updating databases, adhering to university policies and procedures. 

Duties and responsibilities within the post and the obligations placed upon post holders may vary and develop over time. Any resulting changes will be subject to consultation with the post holder and the Head of Research Delivery, through the agreed annual review process. 

Person Specification

• A graduate or equivalent professional with experience of providing project management and administrative support to a senior member of staff. Degree level (or equivalent) education. 
• Excellent oral and written communication skills and ability to communicate with confidence and discretion with a wide range of people at all levels including staff, external contacts and patient support and PPI groups. 
• Excellent IT skills in Microsoft office and related packages. The postholder should also be confident and willing to quickly learn new software packages. Ability to create, maintain and manipulate complex spreadsheets and to understand and interpret the information contained in them. 
• Good team working skills. 
• Excellent attention to detail and organisational and interpersonal skills. 
• Flexibility to take on a wide variety of tasks as necessary. 
• An ability to work proactively, with little supervision, under pressure and to deadlines, 
• An ability to use own judgement to resolve problems and to make decisions on own initiative. 
• An ability to deal with people and organisations at all levels. 
• Ability to manage own workload and keep to deadlines, working flexibly where necessary. 
• Ability to prioritise and handle many competing demands. 
• Good office management skills. 
• Ability and confidence to identify potential problems, propose solutions and make decisions on own initiative. 
• The ability to take accurate notes is essential. 
• Ability to meet the travel needs of the post 
• Experience of preparing and controlling budgets for projects 

Additional information

Informal Enquiries to Claire Potter by email: c.potter@bham.ac.uk