Senior Administrative Assistant (XN04)
Job Description
Job summary
Expected Shortlisting Date
22/04/2025
Planned Interview Date
29/04/2025
The Senior Administrative Assistant will be a central role in ensuring that the Yorkshire & Humber Regional Research Delivery Network (Y&H RRDN) office runs efficiently. They will act as the first point of contact and will be required to deal with all enquiries in a professional, sensitive and timely manner.
The post holder will be expected to work accordingly to ensure an effective cross-cutting administrative support function is provided to colleagues across the network.
Main duties of the job
The Senior Administrators will be required to support setup and maintain robust office management systems and processes, core duties will include:
Support with development, implementation and maintenance of effective office management systems and processes including; setting up practical electronic filing systems, maintenance of staff files, data input, report generating and document production as required by the RRDN Management Group
Arrange and book travel and accommodation for RRDN Management team and RRDN Agile Research Team for RRDN business activities.
Provide efficient meeting management at both local and national meetings including; arranging meetings, attending meetings, taking minutes and disseminating meeting correspondence as required.
Maintain an accurate and up-to-date list of approved meeting venues to be used for key business meetings and research specialty and settings meetings within Y&H RRDN, providing advice and recommendations to the RRDN Management Group in suitable venue locations taking into consideration; cost, capacity and accessibility.
As required assist the RRDN Management Group in co-ordinating and finalising information required for key documents i.e. Annual Plans and Reports, Strategic planning
Provide project support to colleagues within the network as required.
About us
The National Institute for Health Research (NIHR) has 12 Regional Research Delivery Networks across the U.K. These work with the national Coordinating Centre (RDNCC) and the Department of Health and Social Care to provide a joint RDN leadership function via the RDN Board, so that the NIHR RDN operates as a single, transparent organisation with a shared vision and purpose.
Leeds Teaching Hospitals NHS Trust is the Host Organisation for the Yorkshire and Humber RRDN region.
The RDN supports the effective and efficient initiation and delivery of funded research across the health and care system in England for the benefit of patients, the health and care system and the economy.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
The post holder will work closely with the Y&H RRDN Directors, providing efficient and effective administrative support to enable the RRDN Management Group, Research Delivery Partner Organisations and wider Network colleagues to support the effective delivery of the RRDN strategic aims.
Senior Administration
The Senior Administrators will be required to support setup and maintain robust office management systems and processes, core duties will include:
Support with development, implementation and maintenance of effective office management systems and processes including; setting up practical electronic filing systems, maintenance of staff files, data input, report generating and document production as required by the RRDN Management Group
Arrange and book travel and accommodation for RRDN Management team and RRDN Agile Research Team for RRDN business activities.
Provide efficient meeting management at both local and national meetings including; arranging meetings, attending meetings, taking minutes and disseminating meeting correspondence as required.
Maintain an accurate and up-to-date list of approved meeting venues to be used for key business meetings and research specialty and settings meetings within Y&H RRDN, providing advice and recommendations to the RRDN Management Group in suitable venue locations taking into consideration; cost, capacity and accessibility.
As required assist the RRDN Management Group in co-ordinating and finalising information required for key documents i.e. Annual Plans and Reports, Strategic planning
Provide project support to colleagues within the network as required.
There is an expectation that the central administrative team will provide a cross cutting administrative support function across key work streams and colleagues including; Communications, Patient, Carer & Public Involvement and Engagement, Business Intelligence Unit, Agile Research Team, Training and Education and Study Support
Service. Core duties include;
To ensure comprehensive administrative support is provided at all times within the service.
Acting as a first point of contact for all initial enquiries via either telephone or the generic administrative email inbox into the network and resolving queries or re-directing as appropriate.
Assist with the setup of large, organisational events which will include liaising with varying levels of staff across multiple organisations.
Provide effective support to the Study Participation and Inclusion Manager and Communications Manager to support the implementation of local strategies against these key work streams.
Ordering of all office equipment i.e. stationery, IT equipment, office furniture.
Provide cover in the absence of other administrative colleagues.
Provide effective and efficient communication links with all Partner Organisations.
Maintain excellent links with other Y&H RRDN staff, Partner Organisations, other Networks, Researchers, Commercial and Non commercial Sponsors and Funders.
Maintain professional development keeping updated with current practices regarding NHS research.
Where required travel within the Y&H RRDN region and to Partner Organisations.
By adopting continuous improvement approaches and activities; identify, develop, implement and support any new processes or areas of good practice to enable the Y&H RRDN to be responsive to the needs of its customers by delivering streamlined, efficient and high quality services.
Person Specification
Skills and Behaviours
Essential
- Highly motivated and able to motivate and develop others
- Enthusiastic and proactive approach to work
- Friendly, professional and outgoing manner
- Mature, flexible and co-operative approach
Experience
Essential
- Previous experience of working in an administrative/ secretarial position
- Proficient in Microsoft Office software including: Outlook, Word, Excel, Powerpoint, Access
- Meeting management experience which includes, arranging and servicing
Desirable
- Previous experience of working within a healthcare setting
- Audio typing experience
- Experience of managing others
- Project management experience
Other Criteria
Essential
- Good oral and written skills
- Excellent organisational skills and ability to prioritise work and meet deadlines
- Good time management skills
- Ability to be tactful and diplomatic
- Ability to work on own initiative and as part of a team
- Willingness to undergo personal development and learn new skills
- Willingness to work flexibly utilising hot-desks as required.
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Qualifications
Essential
- RSA III or equivalent qualification/experience
- Advanced/intermediate IT qualifications or equivalent e.g. MOST
- GCSE English Grade C or above, or equivalent.
Desirable
- Business or Administrative Qualification
Employer details
Employer name
Leeds Teaching Hospitals
Address
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
