Research Administrator

Salary: £26,942 - £27,644 with progression to £29,179  per annum

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.

Closing Date: 22 April 2025

The Role

This is an exciting opportunity to work as part of the Research Delivery Community in the Translational and Clinical Research Institute (NUTCRI) in the Faculty of Medical Sciences. 

The purpose of this role is to provide a comprehensive administrative service and lead the administration for designated research projects in the Institute and to support the Biomedical Research Centre (BRC) Oral and Skin Disease Theme.  

Professor Sophie Hambleton leads a successful laboratory focused on translational research into inborn errors of immunity. You will support the team in delivery of this research, including engagement with the clinical immunology community of which this group forms an important part.

The NIHR Newcastle BRC supports a range of projects, studentships, clinical infrastructure and research posts across eight disease themes. You will support the Oral and Skin Disease Theme leading the administration of designated processes across multiple business functions. 

You will have excellent IT skills (using Microsoft Office), be able to use your initiative, set priorities and demonstrate high levels of accuracy and attention to detail. The ability to work under pressure and to strict deadlines is essential, as is the ability to work effectively within a team. You will have experience of managing confidential and/or sensitive information with tact and discretion.  

This post is available for two days per week (0.4FTE), fixed term until 31 Dec 2027.

To apply, please complete an online application and upload a CV and a cover letter. Your cover letter is a supporting statement, and you should outline how you meet the essential criteria of the role and evidence this with examples.  

For informal enquiries regarding the role, please contact Claire Drummond, Operations Manager (claire.drummond@ncl.ac.uk).

Key Accountabilities

• To support the theme/group lead and research team, providing organisational support to the theme/group lead with milestone reporting on the project timetable, meeting coordination, transcription/production of materials, handling of post and arranging travel and meetings, booking accommodation to ensure that the research studies run smoothly. This may include conducting initial investigations/research or drafting correspondence as required.  Correspondence may be complex reports, letters, proposals and presentations
• To be the first point of contact for the research projects, dealing directly with enquiries from project partners, participants, health care professionals etc. 
• To work with the faculty finance team in presenting and interpreting income and expenditure reports to aid the decision-making processes in the project team
• To provide support to the research team by developing, reviewing and maintaining systems to manage and store confidential information in an accessible manner in accordance with the various requirements of research governance legislation, data protection legislation and funder guidelines
• To provide a support system to researchers by following the agreed procedure to ensure the safety of interviewers operating in areas outside the workplace
• To provide coordination and booking of meetings, events, travel and visits and to organise research via diary support
• To organise and service the committee meetings of the project team and other subgroups. including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions.  To represent the theme/group at meetings and internal/external events, as appropriate 
• To organise regional and national events and workshops and to provide support for patient and public involvement events
• To produce electronic documentation for the research group and to assist in preparing written reports as required
• To source commodities and equipment on behalf of project staff.  Liaise with support staff to execute and monitor purchasing and ensure efficient distribution of items
• To process and monitor invoices, expense claims etc. ensuring all expenditure is against correct budget sub-headings, financial administration and budget reporting. Early escalation of all financial queries to the theme/group PI, project manager or faculty finance team as appropriate
• To provide communications support to the grant teams including liaising with internal and external contacts e.g. collaborating institutions/colleagues, project partners
• To develop and maintain project websites, social media sites, shared research space and contact lists
• To support as required the theme/group lead in all research matters related to the research studies within the theme/group
• To contribute to a culture of continuous improvement and participate in Professional Support Staff working groups as required
• Participate in duties common to the work environment and taking part in cross-cover arrangements with other staff as requested
• Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
• In relation to the procurement of goods and services and/or the making of payments, for the designated group. To ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoice, coding or expenses queries, to provide an efficient service to colleagues in the office and assist the office in adhering to the University’s Procurement Regulations. To act as expenses proxy

The Person 

Knowledge, Skills and Experience

• Up to date knowledge of MS Office applications including Outlook, Word, Excel and PowerPoint
• Excellent written and verbal communication skills
• Excellent administrative skills, including experience of setting up filing systems, preparing agenda, taking minutes of meetings etc.
• Ability to work quickly and accurately to deadlines, paying attention to detail
• Experience of budgetary monitoring including use of financial management systems 
• Ability to interpret financial information and conduct basic analysis
• Good team working abilities
• Experience in relevant complex administrative role(s)
• Experience of servicing complex committees 
• Experience of developing and operationalising administrative systems
• Experience of using and/or developing databases (Access, Excel etc.)
• Experience of drafting reports and promotional materials
• Experience of research systems and processes in higher education

Attributes and Behaviour

• Ability to follow guidelines and work autonomously using initiative
• Excellent organisational, communication (written and verbal) and interpersonal skills
• Ability to prioritise own workload, manage conflicting priorities and monitor/report on project milestones
• Deal appropriately with confidential information.
• Act with sensitivity in dealing with external collaborators as well as academics from partner organisations.
• Develop and maintain strong working links with the international project partners to enable them to meet their project commitments.
• Evidence of a commitment to continuing professional development

Qualifications

• Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications
• Experience in an administrative role

Newcastle University is a global University 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.

We are committed to being a fully inclusive 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 of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 28068