Senior Administrative Assistant (XN04)

Job description

Job responsibilities

The post holder will work closely with the Y&H RRDN Directors, providing efficient and effective administrative support to enable the RRDN Management Group, Research Delivery Partner Organisations and wider Network colleagues to support the effective delivery of the RRDN strategic aims.

Senior Administration

The Senior Administrators will be required to support setup and maintain robust office management systems and processes, core duties will include:

Support 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 RRDN Management Group

Arrange and book travel and accommodation for RRDN Management team and RRDN Agile Research Team for RRDN business activities.

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 and settings meetings within Y&H RRDN, providing advice and recommendations to the RRDN Management Group in suitable venue locations taking into consideration; cost, capacity and accessibility.

As required assist the RRDN Management Group in co-ordinating and finalising information required for key documents i.e. Annual Plans and Reports, Strategic planning

Provide project support to colleagues within the network as required.

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, Agile Research Team, 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 with the setup of large, organisational events which will include liaising with varying levels of staff across multiple organisations.

Provide effective support to the Study Participation and Inclusion Manager and Communications Manager to support the implementation of local strategies against these key work streams.

Ordering of all office equipment i.e. stationery, IT equipment, office furniture.

Provide cover in the absence of other administrative colleagues.

Provide effective and efficient communication links with all Partner Organisations.

Maintain excellent links with other Y&H RRDN 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 Y&H RRDN 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 Y&H RRDN to be responsive to the needs of its customers by delivering streamlined, efficient and high quality services.

Person Specification

Skills and Behaviours

Essential

• Highly motivated and able to motivate and develop others
• Enthusiastic and proactive approach to work
• Friendly, professional and outgoing manner
• Mature, flexible and co-operative approach

Experience

Essential

• Previous experience of working in an administrative/ secretarial position
• Proficient in Microsoft Office software including: Outlook, Word, Excel, Powerpoint, Access
• Meeting management experience which includes, arranging and servicing

Desirable

• Previous experience of working within a healthcare setting
• Audio typing experience
• Experience of managing others
• Project management experience

Other Criteria

Essential

• Good oral and written skills
• Excellent organisational skills and ability to prioritise work and meet deadlines
• Good time management skills
• Ability to be tactful and diplomatic
• Ability to work on own initiative and as part of a team
• Willingness to undergo personal development and learn new skills
• Willingness to work flexibly utilising hot-desks as required.
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Qualifications

Essential

• RSA III or equivalent qualification/experience
• Advanced/intermediate IT qualifications or equivalent e.g. MOST
• GCSE English Grade C or above, or equivalent.

Desirable

• Business or Administrative Qualification

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)