Job responsibilities
JOB
PURPOSE/SUMMARY
The
NIHR Clinical Research Network delivers research to make patients, and the
NHS,
better.
The
Senior Administrative Assistant will be a central role in ensuring that the
CRN Y&H
office
runs efficiently. They will act as the first point of contact and will be
required to deal
with
all enquiries in a professional, sensitive and timely manner.
The
post holder will be expected to supervise junior colleagues within the
central
administrative
team, delegating work accordingly to ensure an effective cross-cutting
administrative
support function is provided to colleagues across the network.
Furthermore,
the post holder will be required to act as the Personal Assistant to the
Clinical
Director and Chief Operating Officer providing an effective and efficient
administrative
support function.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The
post holder will work closely with the CRN Y&H Chief Operating Officer
and Clinical
Director,
providing efficient and effective administrative support to enable Senior
Management
team, Partner Organisations and wider Network colleagues to support the
effective
delivery of the Clinical Research Network strategic aims.
Senior
Administration and Personal Assistance
The
Senior Administrators will be required to support setup and maintain robust
office
management
systems and processes, whilst providing a personal assistant function to
the
Chief Operating Officer, Deputy Chief Operating Officer and Clinical
Director, core
duties
will include:
Support the Team leader with development, implementation and maintenance
of
effective office management systems and processes including; setting up
practical
electronic filing systems, maintenance of staff files, data input, report
generating
and document production as required by the Senior Management
Team
Act
as personal assistant to the Chief Operating Officer, Deputy Chief Operating
Officer
and Clinical Director providing efficient diary management, organising
meetings,
arranging travel and accommodation, distributing emails and
information
and any other duties as required.
Provide efficient meeting management at both local and national meetings
including;
arranging meetings, attending meetings, taking minutes and
disseminating
meeting correspondence as required.
Maintain an accurate and up-to-date list of approved meeting venues to be
used
for key business meetings and research specialty meetings within CRN
Y&H,
providing advice and recommendations to the Senior Management Team
in
suitable venue locations taking into consideration; cost, capacity and
accessibility.
As required assist the Senior Management team in co-ordinating and finalising
information
required for key documents i.e. Annual Reports, Strategic
documentation.
Provide project support to colleagues within the network as required.
Human
Resources
Support the Senior Management Team with confidential work as required
Assist in the recruitment of permanent and temporary members of staff within
the
administrative team including short listing, interview and pre-employment
checks.
Assist the management team with aspects of HR and finance as required within
the
wider team i.e. recruitment and selection process, employee contracts.
Deputise for the Team Leader in following areas: Supervise a team of
administrative
assistants, and be responsible for allocation of work within the
administrative
team to enable effective support to be provided across teams
within
CRN Y&H, monitoring as required to confirm work is completed within
specified
timescales.
Cross-cutting
administrative support
There
is an expectation that the central administrative team will provide a cross
cutting
administrative
support function across key work streams and colleagues including;
Communications,
Patient, Carer & Public Involvement and Engagement, Business
Intelligence
Unit, Training and Education and Study Support Service. Core duties include;
To ensure comprehensive administrative support is provided at all times
within
the
service.
Acting as a first point of contact for all initial enquiries via either
telephone or the
generic
administrative email inbox into the network and resolving queries or
re-directing
as appropriate.
Assist the Team Leader / Business Manager with the setup of large,
organisational
events which will include liaising with varying levels of staff
across
multiple organisations.
Provide
effective support to the Patient, Carer and Public Involvement Officer
and
Communications Officer to support the implementation of local strategies
against
these key work streams.
Ordering of all office equipment i.e. stationery, IT equipment, office
furniture.
Support the Team Leader to ensure effective cross-cover arrangements are in
place
across the whole administrative team to ensure continual admin support
is
provided.
General
Provide cover in the absence of other administrative colleagues.
Provide effective and efficient communication links with all Partner
Organisations.
Maintain excellent links with other CRN Y&H staff, Partner Organisations,
other
Networks,
Researchers, Commercial and Non Commercial Sponsors and
Funders.
Maintain professional development keeping updated with current practices
regarding
NHS research.
Where required travel within the CRN Y&H region and to Partner
Organisations.
By adopting continuous improvement approaches and activities; identify,
develop,
implement and support any new processes or areas of good practice
to
enable the CRN Y&H to be responsive to the needs of its customers by
delivering
streamlined, efficient and high quality services.
The
job description is not intended to be an inflexible or finite list of duties
and it may be
reviewed
and altered in the light of changed service needs and developments after
discussion/consultation
with the post holder.
THE
LEEDS WAY VALUES
Our
values are part of what makes us different from other trusts, so we see this
as a
strength,
as well as a responsibility. They have been developed by our staff and set
out
what
they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally
the following are core values which relate specifically to this post:
The
beliefs and attitudes that underpin effective performance within the job
role.
Emphasis
should be on the requirements of the role not the individual when completing
this section. Examples might include: quality focus, mistakes are used as a
continual
learning
experience, honesty, integrity etc.
WEST
YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute
Trusts
(WYAAT), a collaborative of the NHS hospital trusts from across West
Yorkshire
and
Harrogate working together to provide the best possible care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and
Harrogate
we are working differently, innovating and driving forward change to deliver
the
highest
quality care. By working for Leeds Teaching Hospitals NHS Trust this is your
opportunity
to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership,
one of the largest integrated care systems in the country. The Partnerships
ambition
is for everyone to have the best possible health and wellbeing, and the work
of
WYAAT,
and each individual trust, supports that ambition.
INFECTION
CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust
Infection
Control policies, in particular by practising Universal Infection Control
Precautions.
Hand hygiene must be performed before and after contact with patients and
their
environment.
HEALTH
AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the
quality
of services provided to our patients and other service users. This includes
complying
at all times with the Leeds Teaching Hospitals NHS Trust Policies, including
Health
and Safety policies, in particular by following agreed security and safer
working
procedures,
and reporting incidents using the Trust Incident Reporting system
EQUALITY
AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality
of
employment and that services are delivered in ways that meet the individual
needs of
patients
and their families. No person whether they are staff, patient or visitor
should
receive
less favourable treatment because of their gender, ethnic origin, age,
disability,
sexual
orientation, religion etc.
TRAINING
AND PERSONAL DEVELOPMENT CONTINUOUS
PROFESSIONAL
DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her
own
personal development by ensuring that Continuous Professional Development
remains
a priority. The jobholder will undertake all mandatory training required for
the
role.
COMMUNICATION
& WORKING RELATIONSHIPS
The
post holder will be required to develop a wide range of working relationships
including
(but not exclusively):
CRN Y&H Clinical Director and Chief Operating Officer
CRN Y&H Senior Management Team and Clinical Directors
Colleagues across the CRN Y&H
Colleagues across partner organisations across the CRN Y&H region
including
other
Trusts, Universities, Clinical Trials Units
NIHR CRN Coordinating Centre colleagues
Academic Health Science Networks
Other Local Clinical Research Networks across the country
Charitable Organisations
