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Research Administrator

Requisition ID:  25206

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  08-Mar-2023


Salary: £24,144 to £25,285 with progression to £27,396 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: 23 March 2023



The Role


We are looking for a Research Secretary to support the Dementias and Neurodegenerative Diseases (DemaNDs) Research Group.  You will also support the Mental Health, Neurodegeneration and Dementia University Theme and the Newcastle Biomedical Research Centre Dementia, Mental Health and Neurodegeneration Theme. The main objective of the post is to continually develop and co-ordinate administrative systems that facilitate the research work of the Research Group and to provide secretarial support to NHS Consultant staff with clinical research commitments and the BRC Dementia, Mental Health and Neurodegeneration Theme co-lead with administrative support.


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 role is fixed term until 30 November 2027.

Further information can be obtained by contacting Claire Sanderson (

Key Accountabilities

  • To provide secretarial support to the above listed research group and Themes and to assist with secretarial support to NHS Consultant staff with clinical research commitments to allow them to carry out their clinical research activities effectively and efficiently as well as support the BRC Dementia, Mental Health and Neurodegeneration Theme co-lead
  • Maintain and monitor systems to order all stationery, equipment and consumables for the research team to ensure a smooth day-to-day working environment
  • Organise and maintain effective office procedures to ensure support is maintained effectively. This will include ensuring an efficient and accessible filing system is in place, including a systematic brought forward system to deal with follow up actions
  • To assist with preparation of complex reports, letters, proposals, grant applications and presentations. These will include compiling data for research activity returns to the Biomedical Research Centre, CARU, DeNDRoN and CNTW Trust R&D Department. This will involve the use of advanced office technology applications and research methods (Medline, PubMed searches etc) to assist with effective gathering, collation and dissemination of data and statistics
  • Act as first point of contact for the research projects, dealing directly with telephone enquiries from patients, carers, health care professionals where possible or directing enquiries to the appropriate research team member to ensure queries are handled efficiently and sympathetically
  • Provide administrative support to the research team including typing clinical and other routine correspondence, assisting with the preparation of ethical applications, and other research governance processes (e.g. access approvals etc.) ensuring filing is up to date - all to ensure the programme of research work keeps to schedule
  • Arrange appointments for visits, scans and other tests for study participants which includes coordinating all dates and times and liaising with relevant departments and individuals. Manage appointment system for research study participants to attend clinics to ensure assessment targets are met, organise transport and other arrangements for patients
  • Compile subject notes for clinics to ensure appointments run smoothly and clinicians have relevant information to hand
  • Record details of referrals made to the studies, domiciliary visits carried out and updating the database accordingly to ensure accurate information is available. The postholder will be required to navigate several databases and information to be input will include details of scans, deaths, assessments, follow-ups, clinicopathological diagnosis, etc
  • Arrange additional tests required by study participants (e.g. routine blood tests, CT scans) to ensure further information is available to researchers
  • Arrange, attend and report progress of work at team meetings, taking and circulating minutes to ensure all team members are fully informed
  • The postholder will be responsible for the preparation and submission of manuscripts, abstracts and reviews for publication, referring to Instructions for Authors for various academic journals, ensuring copyright permissions are obtained and financial disclosure forms are completed correctly
  • To organise and service meetings of various groups within the DemaNDs research group as well as the broader MHDN University Theme and the Newcastle BRC as necessary to ensure business is conducted effectively and communication between members is maintained. This will include preparing agendas and papers, organising refreshments, taking minutes, ensuring follow up actions are carried out
  • To provide general secretarial assistance to NHS Consultant staff with clinical research commitments to ensure their academic commitments are supported. This will include preparation of complex reports, letters, proposals and presentations, using advanced office technology applications and research methods to assist with effective gathering, collation and dissemination of data and statistics
  • To organise busy diaries including organising travel, accommodation, registration arrangements and inputting expenses claims for NHS Consultant staff with clinical research commitments, members of the DemaNDs research group, as well as the Theme lead when attending academic and business meetings (local, national and international) to ensure the most efficient use is made of time and resources and to ensure minimum disruption
  • To assist with the monitoring and processing of expenditure of research budgets in conjunction with the appropriate BRC administrator or university administrator
  • To co-ordinate the work of any temporary support staff required to assist with special projects or events and support and advise new members of staff within the research group
  • Participate in cross-cover arrangements with other secretarial staff and perform reception duties as appropriate for the office place that they will be based in
  • To work flexibly and deal regularly with issues of a sensitive and confidential nature


The Person (Essential)


Knowledge, Skills and Experience

  • Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
  • Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
  • Familiarity with using initiative and judgement to resolve problems independently
  • Ability to plan and prioritise own workload.
  • Familiarity with work priorities and those of colleagues
  • Excellent IT skills with proficiency in the use of Microsoft Office products and aptitude for development in and use of core software and data systems (preferably SAP)
  • Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of GDPR
  • Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues
  • Experience of prioritising workload and handling conflicting priorities
  • Experience of working in a diverse team and with senior managers in a large organisation
  • Experience of working as part of a research team
  • Experience of acting as a secretary in meetings, producing agendas, minutes and following up actions
  • Where relevant, ability to train/develop and manage other staff


Attributes and Behaviour

  • Understands the University values and guiding principles
  • People orientated, is approachable and willing to help others and share workloads
  • Sees other areas and people as ‘customers’ and follows through on enquiries and requests
  • Has a positive ‘can do’ attitude towards continuous process improvement
  • Works in partnership with others and has excellent communication, interpersonal and collaboration skills
  • Able to deal with people in difficult circumstances and at times of stress
  • Demonstrates resilience to the demands of the role and pace of change
  • Promotes a culture of mutual respect
  • Able to work in a matrix organisational model



  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in the unit or a comparable setting



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.


We are 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 is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 25206