Research Coordinator

3 weeks ago

London, Greater London, United Kingdom KINGS COLLEGE LONDON Full time

Job description

In April 2024, Institute of Psychiatry, Psychology & Neuroscience (IoPPN), King's College London (KCL) established a national Population Health Improvement Cluster (PHIC) with a focus on mental health. This is one of four research themes focussing on mental health as part of a new national research network, funded by UKRI's Population Health Improvement UK.

In partnership with local government (Thrive LDN), the Cluster will be a disseminated UK-wide partnership spanning 10+ universities and other organisations across the country, alongside people with lived experience. This is an exciting interdisciplinary initiative which aims to better understand and address the inequities which underlie mental ill health nationally.

Under the direction of the Cluster Directors and Cluster Manager, you will be responsible for supporting the successful development and delivery of the research programmes, and providing financial and operations support in line with funder policies and College processes. This will include overseeing post-award administration in partnership with the Cluster Manager including programme and project budgets and working closely with the communications and engagement team at Thrive LDN and across partner organisations, to facilitate the delivery of the Cluster's objectives. You will work closely with the Cluster Co-Directors, supporting core programme meetings, and providing support for scheduling, agenda setting and minute taking as appropriate. You will also support administrative tasks related to the wider cluster, which will include organisation of annual away days, conferences, capacity building and training events.

This post requires someone with a methodical approach and a flexible and adaptable manner. The postholder will be able to work with minimum supervision, use their initiative, and manage their time efficiently. The postholder will have previous office experience and excellent interpersonal, organisational, communication and IT skills and be able to work as part of a wide and varied team to ensure the successful delivery of cluster activities.

Hybrid working arrangement to be made in agreement with Line Manager. The post-holder will be expected to travel to partner sites in London and the UK with occasional overnight stay

This post will be offered on a fixed-term contract. The funding is confirmed until 31 March 2028 (fixed contract end date).

This is a full-time post - 100% full time equivalent, 35 hours/week.

Key responsibilities

  • Work directly with the Cluster Co-Directors, Cluster Manager and platform leads to support the delivery of research programmes, training and dissemination activities within the Cluster.
  • Contribute to the management of research programme budgets to ensure robust administration and that all transactions comply with funder and College funder regulations.
  • Provide personalized administrative support to the KCL Cluster Director.
  • Support end-to-end recruitment for research funded staff.
  • Develop and maintain good understanding of university grant information and finance systems i.e., Unit 4 Business World and Worktribe.
  • Process financial paperwork including invoices and expenses and support with setting up new suppliers and processing casual worker payments and payments to people with lived experience.
  • Support financial requests related to research funds, supporting financial processes around procurement, VAT, and service level agreements.
  • Support the Capacity building leads to coordinate the Cluster's Early Career Network and associated training events.
  • Establish and maintain effective working relationships with professional services staff across the College including School research support staff, Research Management and Innovation Directorate (RMID) and HR.
  • Work closely with the Cluster Manager, Thrive LDN and the other Partners to provide administrative support for all project activities.
  • Support the Cluster data team to establish a 'Data Communities of Practice' with regular online and in-person meetings, as appropriate.
  • Take ownership for all aspects of the Cluster's office management including placing orders for stationery, equipment, travel, and other office expenditure, financial record-keeping and management.
  • Maintain detailed administrative and financial records on all Cluster activities related to KCL.
  • Produce and analyse financial information and ensure robust record keeping to support with funder reporting requirements.
  • Work autonomously to provide timely support to solve problems related to administrative and financial tasks.
  • Contribute to maintaining strong internal and external communications and public engagement, working closely with Thrive LDN's communications team.

    The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

    Skills, knowledge, and experience

    Essential criteria

    1. Research support skills and knowledge acquired through relevant role experience.

    2. Experienced in supporting diary management, scheduling of meetings, logistical planning, complex travel arrangements, expenses.

    3. Highly proficient IT skills (including Excel and Word).

    4. Strong administrative, organisational and time management skills and an ability to prioritise a varied and demanding workload.

    5. Excellent communication and interpersonal skills with an ability to relay often complex specialist information to varied audiences.

    6. Effective at working independently, and as part of a team, and able to take a proactive approach to complex problem solving.

    7. High degree of accuracy and attention to detail

    8. Demonstrable experience of budget management.

    Desirable criteria

    1. Keen interest in research grant management and experience of supporting research grants.

    2. Working knowledge of compliance with data collection (GDPR) and operational considerations in mental health research.

    3. Good understanding of research management policies including cost recovery

    4. Working knowledge of financial and HR software used in universities or equivalent (e.g. PeopleXD, Unit 4 Business World, Worktribe)

    5. Working knowledge and experience applying regulatory policies and procedures in a large organisation

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