Centre Administrator

2 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £25,742 to £26,444 with progression to £27,979 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**: 22 November 2023

The Role

We have an exciting opportunity for an experienced administrator to join our team at the NIHR Innovation Observatory to provide a wide range of support to our colleagues and main stakeholders. The National Institute for Health Care Services (NICE) and the Accelerated Access Collaborative (AAC) and NHS England (NHSE) to provide efficient delivery of our outputs.

This is a varied and diverse role, you will be involved in event organisation, diary management, scheduling meetings, arranging accommodation and travel, and all purchasing processes providing organisational expertise to help ensure the smooth running of the Innovation Observatory.

The Innovation Observatory is a £27M initiative, funded by the National Institute for Health Care Research, hosted by Newcastle University, Newcastle upon Tyne. We bring together data scientists, researchers in evidence synthesis, and information specialists, to provide timely intelligence data for the NHS and policymakers. Using novel data science and evidence synthesis methods, alongside AI tools and data analytics, together with methodological, clinical and lived experience to collate intelligence and provide insights on health and care innovations that may help shape future health provision.

Key Accountabilities
Support the NIHR Innovation Observatory Management team in the delivery of administrative activity across the Innovation Observatory
Responsible for coordinating and supporting designated events, selection panels, committees, sub-committee or working groups, including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions. To represent the Innovation Observatory at meetings and internal/external events, as appropriate
Proactively receive, resolve and respond to enquiries received into the Centre to ensure that an effective service and clear advice is provided to colleagues and customers
Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
Review information received in the Centre and disseminate appropriately to colleagues on behalf of the management team
Manage records relating to the functions of the Centre, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered/recorded
Provide administrative support to the designated Management Team as required, including (but not exclusively) in relation to travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals and presentations
In relation to the procurement of goods and services and/or the making of payments, for the Centre. To ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoice, coding or expenses queries, to provide an efficient service to colleagues in the office and assist the office in adhering to the University’s Procurement Regulations and to act as expenses proxy. To maintain financial records tracking grant expenditure associated with the running of the Innovation Observatory
Where appropriate, to act as first point of contact for People Services general issues, liaising with FMS People Services Team where necessary. To assist in co-ordinating recruitment activity in the Centre: advertising, interviewing, appointment processing and paperwork. To assist co-ordination of new colleague induction, leaver processes, PDR co-ordination (tracking progress and forward data to Faculty) and sickness recordings and returns
Undertake an active role in the health and safety management of the Centre, contributing to the maintenance of a safe working environment for colleagues and visitors, and in particular undertaking the role of a Display Screen Equipment (DSE) assessor or Fire Warden
Contribute to the effective and efficient running of the Centre through a team approach, providing assistance to colleagues as appropriate
Any other duties within the scope and general nature of the grade as required by the line manager

The Person

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 judgeme

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