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Assistant Administrator - Research Design Service

Requisition ID:  14485

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  24-Nov-2021


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: Salary : £19,623 with progression to £21,686

Closing Date: 8 December 2021



The Role


We are seeking an experienced and enthusiastic Assistant Administrator to provide comprehensive administrative support to the activities of the NIHR Research Design Service North East and North Cumbria (NIHR RDS NENC). You will report to the RDS NENC Business and Operations Manager and to senior RDS NENC colleagues. 

You will be a first point of contact for investigators and, amongst other duties, will arrange meetings, draft reports and other materials, maintain the RDS NENC database, website and social media accounts.  Support will also include arranging committee meetings, arranging travel, assisting with coordination of events and visits, updating contact lists and data entry.


You will have experience of working in a similar role, will possess excellent IT skills and have a proactive approach to work. This role requires self-motivation and the ability to take responsibility for completing tasks on time.


The post holder will be based at Newcastle but expected to work across North East and North Cumbria.


Further information regarding the RDS NENC can be found via the following link: 


This position is part-time (0.5 FTE) and is available immediately, fixed term until 30.09.2023


Further information can be obtained by contacting Niesha Doyle (niesha.doyle@ncl.ac.uk)


The Faculty of Medical Sciences is committed to supporting equality, diversity and inclusion for all staff and students.  Applications for part time/flexible working are welcome; please state your desired working arrangements in your application.

Key Accountabilities


•    To provide support to the team including diary management, handling of post and arranging travel/appointments to ensure that the service runs smoothly, photocopying, shredding, filing and archiving, and assist colleagues with any other general office duties.

•    To be a point of contact for the team, dealing directly with enquiries from academic and clinical staff, and members of the public, including answering the telephone and dealing with routine email queries or directing enquiries to appropriate experts to ensure queries are handled efficiently and sympathetically.  

•    To provide support to the team by developing, reviewing and maintaining systems to manage and store confidential information (e.g. client details) in an accessible manner in accordance with the various requirements of research governance legislation, data protection legislation and funder guidelines on the collection and storage of data.  

•    To arrange RDS NENC client meetings with members of the core team and specialist advisers both within and external to the University, ensuring they are set up within a timely manner.

•    To assist with organising and servicing the committee meetings of the team and its subgroups.  This may involve arranging venue and other bookings (accommodation, travel, catering), processing of agendas, writing up of minutes, contacting members etc, circulating documentation to ensure all are fully informed.

•    To assist with organisation of regional and national events and workshops, including for patient and public involvement, arrange speakers, room bookings and organise appropriate publicity and refreshments. 

•    To produce electronic documentation for the team and to assist in preparing written reports as required.

•    To co-ordinate travel arrangements for the RDS NENC team to ensure they are able to fulfil attendance at meetings etc.

•    To provide communications support to the team including liaising with internal and external contacts e.g. collaborating institutions/colleagues, NHS Trust partners and funder (NIHR/DH).

•    To assist with the maintenance of the website, social media sites (i.e. Twitter), shared space and contact lists.  This includes updating news and information, uploading details of individual’s publications.  

•    Participate in duties common to the work environment and taking part in cross-cover arrangements with other staff as requested by the Operations Manager.


The Person


Knowledge, Skills and Experience (Essential)

•    Up to date knowledge of MS Office applications including Outlook, Word, Excel, Access Databases and PowerPoint.  
•    Ability to work quickly and accurately to deadlines, meticulous attention to detail
•    Ability to follow guidelines and work autonomously as needed
•    Excellent IT skills
•    Excellent organisational, communication (written and verbal) and interpersonal skills
•    Ability to prioritise own workload and conflicting priorities, referring to senior administrator/operations manager as required.
•    Experience in relevant administrative role(s)
•    Experience of using databases
•    Experience of servicing meetings
•    Experience of drafting reports and promotional materials
•    Evidence of a commitment to continuing professional development
•    Ability to consult/manage multiple diaries


Knowledge, Skills and Experience (Desirable)

•    Understanding of applied health and social care research
•    Experience of using Word Press
•    Knowledge of research processes within higher education
•    Knowledge of NIHR and UK health research infrastructure
•    Experience of maintaining webpages and social media accounts
•    Experience of research systems and processes in higher education


Attributes and Behaviour (Essential)

•    Ability to travel regionally and nationally as required


Qualifications (Essential)

•    Minimum GCSE level education or equivalent in Mathematics and English Language at Grade C
•    RSA II, an equivalent secretarial qualification, or demonstrable significant experience in an administrative role.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.

Requisition ID: 14485