Job summary
The key purpose of this job is to lead the administration team which provides support to the Corporate function of Research and Innovation across the Trust. The post-holder will enable and facilitate research project registration Providing general administrative support and to ensure efficient running of the Research & Innovation Office.
The post holder will provide dedicated secretarial support to the R&I COO and Deputy COO while also acting as the initial point of contact for communications to the R&I Directorate. SCOPE The role will involve: Co-ordination of all aspects of R&I administration Secretarial support including facilitating and recording meetings and workshops Organising and facilitating internal and external meetings, conferences etc Data input into Edge, setting up alerts and following them up or signposting for follow up as appropriate.
Main duties of the job
Manage complex calendars and generic mailboxes to ensure effective prioritisation of competing demands.
Organise and proactively manage all meetings, travel, and events in the diary, establishing a clear schedule of routine meetings and the maintenance of a fully functioning forward planning system.
Establish effective and efficient management of the generic mailbox, .
Commission, collate, research and or produce supporting information, briefing papers, presentations, and reports.
Maintain confidentiality when dealing with highly sensitive communications, documents, reports, commercial agreements, personal information, and CV's ensuring the utmost security with all data, both electronic and in hard copy format.
Deliver against organisational objectives, achieving quality outcomes, prioritising own workloads, and working to some extremely tight deadlines.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:We focus on what matters mostWe treat others how we would like to be treatedWe are passionate and creative in our workWe do what we say we are going to doWe are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
Provide high quality service for all internal and external stakeholders, in the capacity as primary gatekeeper and ambassador for all enquiries for the Executive Team, communicating in a professional and confidential manner (face to face, phone, email, etc.).
Develop a system of strong communications management around the internal and external networks that interface with, and within, the Trust and external stakeholders such as University of Leicester, fostering positive working relationships, including the ability to negotiate and influence with individuals / stakeholders at all levels regardless of seniority.
Willingness to adapt in a changing and developing environment.
Regular liaison and relationship building with R&I, University of Leicester key support teams for example Finance, and other support teams.
Responsible for the preparation of correspondence and papers, including the ability to prepare replies to more complex issues for review and signature, often of a highly sensitive nature.
Demonstrate an understanding of who our customers are and give priority to identifying and meeting their needs.
Progress chase on all issues as appropriate to ensure that internal and external deadlines are met, and where relevant submissions are completed on time.
Provide administrative support to a wide range of meetings including the R&I executive, including the timely preparation and circulation of agenda packs in readiness for the meetings, the timely preparation and distribution of accurate and relevant minutes and action logs, and follow through on actions.
Be able to anticipate possible needs and requirements by remaining informed of forthcoming activities and targets, sharing important information with colleagues as required.
DATA QUALITY AND CONFIDENTIALITY
Ensure the flow of data and information is timely, accurate and to a consistently high standard with confidentiality and security always maintained.
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
The post holder will be responsible for handling highly confidential information and data, in addition to handling the day-to-day communications on behalf of the department
The post holder will have a responsibility to maintain confidentiality of designated staff personal details including, sickness absence, annual leave, and other personal related communications.
KEY WORKING RELATIONSHIPS
Chief Operating Officer for R&I
Deputy Chief Operating Officer for R&I
Director for R&I
Managers for R&I
Research Support Officers within R&I
UHL monitor for R&I
Pharmacy R&I
Accounts Payable Team
Procurement
Research Networks
External commercial & non-commercial partners
Academic Institutions
Job description
Job responsibilities
Provide high quality service for all internal and external stakeholders, in the capacity as primary gatekeeper and ambassador for all enquiries for the Executive Team, communicating in a professional and confidential manner (face to face, phone, email, etc.).
Develop a system of strong communications management around the internal and external networks that interface with, and within, the Trust and external stakeholders such as University of Leicester, fostering positive working relationships, including the ability to negotiate and influence with individuals / stakeholders at all levels regardless of seniority.
Willingness to adapt in a changing and developing environment.
Regular liaison and relationship building with R&I, University of Leicester key support teams for example Finance, and other support teams.
Responsible for the preparation of correspondence and papers, including the ability to prepare replies to more complex issues for review and signature, often of a highly sensitive nature.
Demonstrate an understanding of who our customers are and give priority to identifying and meeting their needs.
Progress chase on all issues as appropriate to ensure that internal and external deadlines are met, and where relevant submissions are completed on time.
Provide administrative support to a wide range of meetings including the R&I executive, including the timely preparation and circulation of agenda packs in readiness for the meetings, the timely preparation and distribution of accurate and relevant minutes and action logs, and follow through on actions.
Be able to anticipate possible needs and requirements by remaining informed of forthcoming activities and targets, sharing important information with colleagues as required.
DATA QUALITY AND CONFIDENTIALITY
Ensure the flow of data and information is timely, accurate and to a consistently high standard with confidentiality and security always maintained.
The post holder is responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems.
The post holder will be responsible for handling highly confidential information and data, in addition to handling the day-to-day communications on behalf of the department
The post holder will have a responsibility to maintain confidentiality of designated staff personal details including, sickness absence, annual leave, and other personal related communications.
KEY WORKING RELATIONSHIPS
Chief Operating Officer for R&I
Deputy Chief Operating Officer for R&I
Director for R&I
Managers for R&I
Research Support Officers within R&I
UHL monitor for R&I
Pharmacy R&I
Accounts Payable Team
Procurement
Research Networks
External commercial & non-commercial partners
Academic Institutions
Person Specification
Experience
Essential
- At least 3 years in an admin role
- Some experience of administration of research or audit
- Experience and knowledge of Research
- Strong organizational ability
- Understanding and experience of using databases.
Desirable
- Experience of taking minutes and organizing meetings
- Experience of working within the NHS.
training and quilifications
Essential
- RSA 3
- Degree or equivalent
- GCSE
Desirable
Communication and Relationship skills
Essential
- Good communication skills.
- Good organisational skills
- Demonstrate ability to effectively handle sensitive situations and work in a busy and demanding environment
Planning and organisation skill
Essential
- Team player with ability to work with many people and to understand needs of other team members
- Ability to prioritise own workload
- Ability to manage numerous projects simultaneously
Person Specification
Experience
Essential
- At least 3 years in an admin role
- Some experience of administration of research or audit
- Experience and knowledge of Research
- Strong organizational ability
- Understanding and experience of using databases.
Desirable
- Experience of taking minutes and organizing meetings
- Experience of working within the NHS.
training and quilifications
Essential
- RSA 3
- Degree or equivalent
- GCSE
Desirable
Communication and Relationship skills
Essential
- Good communication skills.
- Good organisational skills
- Demonstrate ability to effectively handle sensitive situations and work in a busy and demanding environment
Planning and organisation skill
Essential
- Team player with ability to work with many people and to understand needs of other team members
- Ability to prioritise own workload
- Ability to manage numerous projects simultaneously
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
