21 Oct

Administrative Assistant Jobs Vacancy at University Glasgow Glasgow

Administrative Assistant
University Glasgow
Glasgow SCT
21 Oct, 2019 24 days ago

University Glasgow Glasgow urgently required following position for Administrative Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

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Administrative Assistant Jobs Vacancy at University Glasgow Glasgow Jobs Details:

The postholder will be responsible for supporting the administrative and organisational functions within the Centre, with particular emphasis on acting as personal assistant to the Centre’s Director, leading on events organisation and supporting senior staff in preparation of funding applications.

The postholder will be responsible for providing an efficient and effective administrative support to major medical research projects within the Robertson Centre for Biostatistics (www.rcb.gla.ac.uk), part of the Glasgow Clinical Trials Unit (www.glasgowctu.org) a UK CRC fully registered academic trials unit (www.ukcrc-ctu.org.uk).

Main Duties and Responsibilities

1. Responsible for day-to-day administrative and organisational support, applying detailed knowledge of appropriate standard operating procedures and working practices, exercising initiative and judgement to ensure effective service delivery and identifying opportunities for improvement and efficiencies to implement change.

2. Acting as personal assistant to the Centre’s Director, providing diary management, forward planning, assisting in administrative tasks, liaising with internal and external colleagues/collaborators.

3. Responsible for providing efficient financial administration, budget monitoring and reporting relating to Centre projects, with particular emphasis on managing consultancy arrangements and coordinating consortium and grant funding applications, liaising appropriately with relevant University personnel in meeting application timelines.

4. Responsible for organising complex business travel arrangements for the Director, senior management team and other Centre staff.

5. Provide proactive administrative support for the Centre’s organisational functions as required, including personnel administration, estates management, website maintenance, advisory service, courses/training organisation and quality assurance activities. Whilst providing professional advice and guidance on University processes, regulations and working practices as and when required.

6. Responsible for supporting conference attendance, coordinating and organising events/meetings and attending those as required.

7. Be expert in and provide office support function including managing teleconference / video-conference / webinar facilities using specialist software/equipment and providing occasional reception cover.

8. Utilising specialist software and working at a detailed level, have responsibility for high quality presentation materials and other Centre documents.

9. Manage and clerk various committees as required which will involve,– preparing and dispatching agendas, minutes and other related papers, responsible for monitoring and following up actions through to conclusion.

10. Administration of specialist systems and detailed processes related to clinical research projects, ensuring that all appropriate project documentation, tracking and management systems are accurate and up-to-date, and suggesting improvements to ensure continuing effectiveness is delivered. Accountable for the quality of the information recorded and for preparing reports for review by senior staff.

11. Duties of the post outlined are not exhaustive, and the post-holder will be expected to be co-operative and flexible, undertaking such other duties as may be reasonably expected by management. The duties of the post will be subject to review in line with changing requirements, both internal and external.

Knowledge, Qualifications, Skills and Experience

A1. EITHER: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s)
OR: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

B1. Scottish Credit and Qualification Framework level 10 (Honour's degree) in relevant subject (e.g. biostatistics or similar discipline).
B2. Knowledge of practices and procedures as they are applied in clinical trials/medical research projects, University administration/finance, NHS or similar professional setting.
B3. Knowledge of the requirements of ICH Good Clinical Practice and other legal and regulatory requirements in the management and co-ordination of clinical trials.

C1. Excellent communication and interpersonal skills, both oral and written
C2. Excellent organisational and administrative skills, with ability to cope under pressure
C3. Ability to work independently, taking initiative and exercising judgement, assessing priorities, managing own workload effectively and contributing to the effectiveness of the wider team.
C4. Flexible, committed and able to maintain confidentiality.
C5. Excellent IT skills, including use of e.g. word processing, project management, layout, presentation, spreadsheet and database packages.

E1. Sufficient, relevant experience with above qualifications OR evidence of progression and development gained through substantial, relevant work experience.
E2. Proven experience of problem solving, planning, organising and setting priorities
E3. Proven experience of decision making, involving independent analysis and judgement.
E4. Experience of dealing with confidential information.

F1. Experience gained in clinical trials/medical research projects, University administration/finance, NHS or similar professional setting.
F2. Experience gained in coding of adverse events and medications in clinical trials using standard dictionaries (e.g. MedDRA, WHO).
F3. Experience gained in supporting clinical trial processes (e.g. CRF layout, endpoints/adverse events co-ordination, archival, SOP administration).

Job Features

  • Responsible for acting as personal assistant to the Centre’s Director.
  • Responsible for provision of administrative, organisational and financial support across a wide portfolio (around 60 new projects each year and an average of 130 open projects at any one time) of commercial and publicly funded projects
  • Provision of administrative support across a broad range of activities, including tasks of a specialised or complex nature
  • Production and development of the Centre’s documentation within appropriate areas of responsibility.

Planning and Organising
  • Plan and organise own workload effectively and efficiently, utilising discretion and initiative to ensure that activities and processes continue to support the service provision of the Centre
  • Be proactive in facilitating senior Centre personnel and client requirements in a flexible and ordered fashion.
  • Be proactive in forward planning own and Director’s schedules.
  • Organise and minute internal and study meetings.
  • Provide administrative support for Centre organisational and financial processes, planning workload efficiently and exercising initiative and judgement to resolve problems independently.
  • Raise any issues and seek resolution to problems with more senior members of staff.

Decision Making
  • Responsible for identifying significant and critical issues affecting progress in your area of responsibility, able to take immediate corrective action and communicate issues to senior Centre personnel in a timely and coherent fashion.
  • Suggest and implement changes to service provision within appropriate areas of responsibility
  • Work independently for most of the time, planning and prioritising work and resolving issues and queries independently, seeking support from senior staff as required.

Internal/External Relationships
  • Act as personal assistant to the Centre’s Director.
  • Liaise on a regular basis with colleagues within the Centre, the NHS and the University of Glasgow.
  • Liaise with staff of external clients and collaborators, including personnel from the pharmaceutical industry, wider research community and public funding bodies, in the provision of project administration.

Problem Solving
  • Recognise and resolve issues within the areas of responsibility, flagging critical or complex issues to more senior personnel appropriately and in a timely fashion.
  • Document issues appropriately as part of problem solving.
  • Adopt a proactive approach to problem solving.

  • Contribute to the Centre’s reputation of excellence by providing at all times a high standard of work, developing strong working relationships with long term clients and collaborators and contributing to innovative administrative solutions.
  • Contribute to the University’s reputation in clinical research by providing a strong supporting administrative service within the area of clinical trials and medical research projects.
  • Due to the confidential nature of the work undertaken at the Robertson Centre for Biostatistics, the successful applicant will be required to sign a confidentiality agreement on commencement of employment.
  • Duties of the post may involve occasional evening and weekend work, as well as some national and international travel.

Additional Department Information
The Robertson Centre for Biostatistics is part of the Institute of Health and Wellbeing, within the College of Medical, Veterinary and Life Sciences (MVLS). It is recognised internationally as a centre of excellence for the design, conduct and analysis of major international multi-centre clinical trials, epidemiological studies and other research projects. The Centre has experience of collaboration in all areas of medicine and has excellent relations with medical and biological researchers in the pharmaceutical industry, the National Health Service and other research organisations. The primary objective of the Centre's collaborative work is to contribute to research projects that will improve the treatment of patients and the practice of medicine.

The Centre is part of the Glasgow Clinical Trials Unit, a UKCRC fully registered academic trials unit, in conjunction with the Research and Development (R&D) Department of Greater Glasgow & Clyde (GG&C) Health Board and the Glasgow Clinical Research Facility (CRF).

The Athena SWAN Charter recognises commitment to advancing gender equality in science, technology, engineering, maths and medicine (STEMM) employment in academia. The Institute of Health and Wellbeing has achieved a Gold Award. Further information at http://www.gla.ac.uk/researchinstitutes/healthwellbeing/athenaswan/

The Institute of Health & Wellbeing supports the principle of flexible working and undertakes that all requests will be considered seriously.

The University of Glasgow is committed to promoting equality in all its activities and aims to provide a work, learning, research and teaching environment free from discrimination and unfair treatment.

Further information is available at:
http://www.gla.ac.uk (University of Glasgow)
http://www.gla.ac.uk/researchinstitutes/healthwellbeing/research/robertsoncentreforbiostatistics/ (Robertson Centre for Biostatistics)
www.glasgowctu.org (Glasgow Clinical Trials Unit)
www.ukcrc-ctu.org.uk (UK CRC Registered Clinical Trials Unit Network)

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 6, £29,176 - £32,817 per annum.

This post has funding for 2 years.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.

The University of Glasgow, charity number SC004401.

Vacancy Ref : 030079, Closing Date : 4 November 2019

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