Job summary
The post is based within the R&D Office assisting in the provision of an efficient and responsive service required to support the Research and Development Department. The post holder will undertake duties to provide efficient and comprehensive secretarial, administrative support allowing effective capacity and capability to be reviewed, communication channels to be maintained with update research activity and income is raised in a timely manner.
The post holder will develop a working knowledge of research processes and be responsible for ensuring these activities are completed in a timely and accurate fashion.
The post holder will be someone who has excellent administrative and organisational skills, enjoys creative challenging work, has a keen eye for detail and can progress multiple tasks in a busy fast-paced office environment.
Main duties of the job
Please see JD for comprehensive list.
Communication responsibilities
- Monitor inboxes, and social media channels responding to enquiries and escalating when appropriate.
- Work with the Trust and East of England Research Delivery Network Communications Team deliver a range of targeted communications, ensuring our channels are a source of timely, accurate and relevant information for our audiences.
- Help prepare e-bulletins, ensuring accurate copy, consistent format and timely distribution.
Planning and Organisational
- Assist with tasks associated with new post holders under direction of line manager
- Maintain appropriate training records using the EDGE system
- Organise meeting rooms, preparation and circulation of agendas, minutes and any supporting documentation
Service and Policy Development
- Support the Governance Team in providing advise on R&D Approval checks research amendments for all studies requesting access to Trust patients, staff or premises compliance policies and guidance
Financial responsibilities
- Raise invoices where appropriate, review of relevant credit memo requests
- Take responsibility of the departments finance mailbox and escalating where necessary
- Raising purchase orders- items to support events, campaigns and appeals. Ensuring you follow the Trust values around purchasing items.
Information Management
- Ensure confidentiality is maintained at all times
- Management of mailboxes, ensuring calendars are up to date and meetings as required.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme;
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
Main Duties and Responsibilities
Communication responsibilities
- Monitor departmental inboxes, and social media channels responding to enquiries and escalating when appropriate.
- The post holder will be an enthusiastic person who can help us work with the Trust and East of England Research Delivery Network Communications Team deliver a range of targeted communications, ensuring our channels are a source of timely, accurate and relevant information for our audiences.
- Maintain a yearly calendar of social posts for events and awareness days.
- Undertake the administration process for scheduling and uploading content for social media, working with the Trusts Communications Team where required.
- Manage administration key communication channels, for example, website, Facebook, Instagram, X and other social media channels in line with the Trusts processes
- Help prepare e-bulletins, ensuring accurate copy, consistent format and timely distribution.
Planning and Organisational
- Participate in Trust wide educational programmes and study days, regional and national meetings as appropriate
- Assist with induction training, support and mentoring for new post holders under direction of line manager
- Maintain appropriate training records using the EDGE system
- Support the provision of reports and information produced by R&D
- Organise meeting rooms, audio visual equipment, refreshments etc. for meetings, presentations and interviews
- Preparation and circulation of agendas, minutes and any supporting documentation for meetings.
- Minuting of meetings as required.
Service and Policy Development
- Ensure duties are performed in accordance with ICH-Good Clinical Practice (GCP), SOPs and research governance guidelines
- Support the R&D Governance Team in providing advise on R&D Approval checks for all research related amendments for all studies requesting access to Trust patients, staff or premises using the Research Governance Framework and in compliance with the Information Governance policy.
- The post holder is guided by the relevant protocols and SOPs, and expected to exercise judgement outside these areas. However, the R&D managers are available as a point of reference. The post holder is expected to escalate issues or questions as appropriate.
Financial responsibilities
- Raise invoices where appropriate and review of relevant credit memo requests
- Take responsibility for maintenance of the departments finance mailbox and escalating where necessary
- The post holder will be responsible for raising orders to purchase items to support events, campaigns and appeals. Ensuring you follow the Trust values around purchasing items.
Information Management
- Ensure confidentiality is maintained at all times
- Support the wider aims of the R&D department and undertake tasks as directed
- Prioritise workload by observing any deadlines, using your own initiative. Support the overall workload priorities of the department
- Proofread, where required documents prepared by colleagues to ensure consistency of message and that it is in line with Plain English guidelines.
- To have a knowledge and working involvement of the local portfolio management system (EDGE)
- Management of team mailboxes and ensuring calendars are up to date and meetings as required.
- To perform all allocated secretarial tasks required to meet the needs of the service. Examples of these duties would include:
- Letters and memorandums (within agreed protocols)
- Routine correspondence
- Agendas / action notes for meetings
- General reports
- Any other correspondence relevant to work undertaken by R&D including creation of letters
- Taking action points of meetings as required ensuring they are proof read by the Chairperson and agreed prior to distribution
- Preparation of presentations
Corporate Responsibilities
- Maintain information in various systems and databases to support the effective running of the department
- Work closely with the Research and Development team and other departments within the organisation
- Provide adhoc support to the wider research team
- Maintain close working relationships with the R&D Manager, Lead Research Nurse and Finance, Contracts and Grants Coordinator.
- To undergo training as necessary to meet the needs of new developments within the Research and Development Department.
- Work closely with the R&D Senior Management Team. R&D Manager and Team Leaders to support administration of meetings and calendars.
Job description
Job responsibilities
Main Duties and Responsibilities
Communication responsibilities
- Monitor departmental inboxes, and social media channels responding to enquiries and escalating when appropriate.
- The post holder will be an enthusiastic person who can help us work with the Trust and East of England Research Delivery Network Communications Team deliver a range of targeted communications, ensuring our channels are a source of timely, accurate and relevant information for our audiences.
- Maintain a yearly calendar of social posts for events and awareness days.
- Undertake the administration process for scheduling and uploading content for social media, working with the Trusts Communications Team where required.
- Manage administration key communication channels, for example, website, Facebook, Instagram, X and other social media channels in line with the Trusts processes
- Help prepare e-bulletins, ensuring accurate copy, consistent format and timely distribution.
Planning and Organisational
- Participate in Trust wide educational programmes and study days, regional and national meetings as appropriate
- Assist with induction training, support and mentoring for new post holders under direction of line manager
- Maintain appropriate training records using the EDGE system
- Support the provision of reports and information produced by R&D
- Organise meeting rooms, audio visual equipment, refreshments etc. for meetings, presentations and interviews
- Preparation and circulation of agendas, minutes and any supporting documentation for meetings.
- Minuting of meetings as required.
Service and Policy Development
- Ensure duties are performed in accordance with ICH-Good Clinical Practice (GCP), SOPs and research governance guidelines
- Support the R&D Governance Team in providing advise on R&D Approval checks for all research related amendments for all studies requesting access to Trust patients, staff or premises using the Research Governance Framework and in compliance with the Information Governance policy.
- The post holder is guided by the relevant protocols and SOPs, and expected to exercise judgement outside these areas. However, the R&D managers are available as a point of reference. The post holder is expected to escalate issues or questions as appropriate.
Financial responsibilities
- Raise invoices where appropriate and review of relevant credit memo requests
- Take responsibility for maintenance of the departments finance mailbox and escalating where necessary
- The post holder will be responsible for raising orders to purchase items to support events, campaigns and appeals. Ensuring you follow the Trust values around purchasing items.
Information Management
- Ensure confidentiality is maintained at all times
- Support the wider aims of the R&D department and undertake tasks as directed
- Prioritise workload by observing any deadlines, using your own initiative. Support the overall workload priorities of the department
- Proofread, where required documents prepared by colleagues to ensure consistency of message and that it is in line with Plain English guidelines.
- To have a knowledge and working involvement of the local portfolio management system (EDGE)
- Management of team mailboxes and ensuring calendars are up to date and meetings as required.
- To perform all allocated secretarial tasks required to meet the needs of the service. Examples of these duties would include:
- Letters and memorandums (within agreed protocols)
- Routine correspondence
- Agendas / action notes for meetings
- General reports
- Any other correspondence relevant to work undertaken by R&D including creation of letters
- Taking action points of meetings as required ensuring they are proof read by the Chairperson and agreed prior to distribution
- Preparation of presentations
Corporate Responsibilities
- Maintain information in various systems and databases to support the effective running of the department
- Work closely with the Research and Development team and other departments within the organisation
- Provide adhoc support to the wider research team
- Maintain close working relationships with the R&D Manager, Lead Research Nurse and Finance, Contracts and Grants Coordinator.
- To undergo training as necessary to meet the needs of new developments within the Research and Development Department.
- Work closely with the R&D Senior Management Team. R&D Manager and Team Leaders to support administration of meetings and calendars.
Person Specification
Education and Qualifications
Essential
- oGCSEs or equivalent administrative experience
Desirable
- oGCP training or willingness to undertake
Knowledge & Experience
Essential
- oSignificant experience of Administration tasks
- oExperience of working with Microsoft Office Programmes
- oAbility to work independently and prioritise workload
Desirable
- oExperience of using NHS systems
- oKnowledge of Social Media systems available to NHS Organsiations
- oExperience of using NHS finance systems- ORACLE
Key Skills
Essential
- oAbility to understand and adhere to policy and procedure
Person Specification
Education and Qualifications
Essential
- oGCSEs or equivalent administrative experience
Desirable
- oGCP training or willingness to undertake
Knowledge & Experience
Essential
- oSignificant experience of Administration tasks
- oExperience of working with Microsoft Office Programmes
- oAbility to work independently and prioritise workload
Desirable
- oExperience of using NHS systems
- oKnowledge of Social Media systems available to NHS Organsiations
- oExperience of using NHS finance systems- ORACLE
Key Skills
Essential
- oAbility to understand and adhere to policy and procedure
