Job summary
The Research and Development department at NNUH is looking for a motivated individual to join the team as Personal Assistant to Director of Research Operations/Department Administrator.
The purpose of this post is to provide comprehensive Personal Assistant support to the Director of Research Operations and other members of the senior leadership team and administrative support for the research operations office.
The ideal candidate will have previous PA experience with significant experience of minute taking and will be expected to work using their own initiative and without direct supervision.
Main duties of the job
Your key responsibilities will be:
1. Provide a dedicated, comprehensive personal assistant service to the Director of Research Operations and members of the senior leadership team.
2. Manage electronic diaries and carry out email management.
3. Arrange meetings on behalf of the Director of Research Operations, including the production of agendas and the taking and circulation of minutes.
4. Organise initial recruitment processes by arranging appointments and interviews and ensuring the necessary administrative tasks are completed in preparation for interviews.
5. Manage and process documentation as appropriate and maintain confidential personal files held by the department managers.
6. Assist the Research Grants Coordinator in the registering and tracking of grant applications.
7. To be the central point of contact and co-ordinate the process to receive and evaluate proposals from researchers applying for internal NNUH research funding or access to human tissue held within the Norwich Research Park Biorepository.
About us
We can offer you the full range of NHS benefits/discounts and in addition:
8. Flexible working hours
9. Fast Track Staff Physiotherapy Service
10. Multi Faith prayer room
11. Discounted gym memberships
12. Excellent pension scheme and annual leave entitlement
13. Wagestream - access up to 40% of your pay as you earn it
14. Free Park & Ride service direct to NNUH site
15. Free 24-hours confidential counselling support
16. On-site Nursery
17. On-site cafes offering staff discounts
18. Support in career development
19. Flexible staff bank
20. Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
21. Provide a dedicated, comprehensive personal assistant service to the Director of Research Operations and other members of the senior leadership team.
22. Arrange meetings on behalf of the Director of Research Operations and members of the senior leadership team independently managing the administrative support and delivery.
23. Produce agendas and accurate minutes from a variety of meetings (including, but not limited to Biorepository Access Committee, CRF Joint Strategy and Management Committee, PPIE Strategy Committee), distribute minutes appropriately.
24. Manage electronic diaries and carry out email management (check the Director of Research Operations email and action if necessary)
25. Arrange all aspects of other meetings and training events as required, to include room booking, catering etc.
26. Manage and process documentation as appropriate and maintain confidential personal files held by the department senior leadership team.
27. Create and maintain reports, spreadsheets and databases as required by the Research Services Office and senior leadership team (including information required by the regulatory authorities for research conduct)
28. Ensure that telephone calls, correspondence and direct contact with visitors are dealt with in an appropriate and professional manner, using judgement, tact, and discretion where necessary.
29. Deal with incoming mail for the Director of Research Operations and members of the senior leadership team and apply judgement, knowledge, and experience to appropriately refer mail to other areas for action.
30. Prepare documents by copy or audio typing using Microsoft Office software (letters, memos, reports etc.) for approval as directed, ensuring that all policies and procedures are adhered to.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4215 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a