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Project Assistant

Requisition ID:  22066

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  14-Sep-2022

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.


What’s in it for you? Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


Newcastle is an inclusive global University community where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.


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.


Salary: £23,144 to £24,285 with progression to £26,396 per annum


Closing Date: 06 October 2022


The Role

The post will be based at the John Walton Muscular Dystrophy Research Centre (JWMDRC) at Newcastle University led by Prof. V Straub. The post will provide an opportunity for you to play a key role supporting a large collaborative European network that aims to facilitate the development of new drugs and other therapies for the entire paediatric population. You will also support other areas of activity within the neuromuscular team


This is a varied and exciting role with extensive opportunities for external collaborations with academics, clinicians and industry within the European and broader international community.  You will have the opportunity to gain experience of multi-disciplinary project working and have input into the development of resources facilitating more effective paediatric clinical trials


The main objectives of the post are to develop and manage administrative systems, support project managers and other members of the project team, as well as working with external stakeholders (including clinicians, academics, policy makers, and industry) to facilitate effective project management and delivery


This post is full-time, fixed term ending on 30 April 2024.


For informal enquiries please contact 

Key Accountabilities

•    Provide comprehensive administrative support including formatting documents, dealing with email and telephone enquiries, managing diaries and devising and maintaining administrative systems 

•    Support the day-to-day project organisation including internal and external meetings (online and in-person), workshops, and conference calls. This includes maintenance of contact lists, contacting attendees, preparing and cirucalting agendas and associated documentation, taking minutes and ensuring follow up actions are carried out

•    Act as a point of contact for Work Package 5 (data) partners, dealing directly with email enquiries from partners and third parties  or directing enquiries to appropriate team members to ensure they are handled efficiently 

•    Support travel and accomodation arrangements as needed 

•    Support material development (documents, meeting reports and project deliverables)  and activities including making sure that documents are kept up to date in liaison with the project manager

•    Support the dissemination of project progress and outputs, to include reporting activities, conference registration, abstract and journal submissions and poster printing 

•    Act as a central point of contact for partners and Third Parties.  Maintain contact records and track partner participation in calls and tasks

•    Document project spending and create purchase requisitions for project-related costs

•    Represent the JWMDRC and c4c project in conversations, meetings, presentations in the absence of/to support the project managers/PIs

•    As required work with other members of the team to support the set up and management of project-related research and activities related to the work of the JWMDRC

•    As required, provide support for other JWMDRC events including international conferences and patient engagement events


The Person 


Knowledge, Skills and Experience 

•    Previous experience in a relevant role
•    Advanced user of Microsoft Office
•    Excellent administrative skills, including experience of setting up filing systems, preparing for meetings, managing diaries and the ability to develop and implement new systems and procedures
•    Ability to handle project-related finances including travel booking, purchase requisitions
•    Experience of working with stakeholders from different backgrounds, eg academics, pharmaceutical industry stakeholders, clinicians, and policy makers
•    Experience of working in a university/NHS environment/patient organisation


Attributes and Behaviour

•    Ability to prioritise workload, to use initiative and work under pressure, working independently whenever possible but being aware when to refer decisions upwards or ask for further advice
•    Decide when appointments can be made and implement changes to reorganise priorities. Make decisions regarding travel plans
•    Have good working relations across the University and with external collaborators. Be able to communicate appropriately, both orally and in writing effectively at all levels across the team, the institute, and the projects as a whole
•    Deal appropriately with confidential information
•    Act with sensitivity in dealing with external collaborators, which may include people who have neuromuscular disease, their carers and the public, and funders and sponsors of policy and research, as well as clinicians and researchers from partner organisations and professional bodies
•    Develop and maintain strong working links with the project partners (working groups and governance structures) to enable them to meet their project commitments
•    Occasional work outside core working hours may be required to assist with project related events. Occasional travel (including international) will be required


•    Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications
•    Very good level of literacy and numeracy




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.


Requisition ID: 22066