Research Support Coordinator

6 months ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

We are seeking to appoint a Research Support Coordinator to the Research Office of the Heart, Lung and Critical Care (HLCC) Clinical Group of Guy’s and St Thomas’ NHS Foundation Trust.

The post holder will provide a comprehensive Personal Assistant service to the Associate Director of Research and Innovation. The post holder will ensure the smooth running of the HLCC Clinical Group Research & Development department, working across teams to provide support with a range of services, contributing to the successful organisation of our department. The post is hybrid, working 2 to 3 days per week on site and working across our four hospitals (Royal Brompton Hospital, Harefield Hospital, Guy’s Hospital, St. Thomas’ Hospital) as required.

The R&D Department at Royal Brompton and Harefield Hospitals is part of the Guy’s & St Thomas’ NHS Foundation Trust (GSTFT). It supports the Heart Lung and Critical Care Clinical Group research and innovation activities. HLCC is one of 4 Clinical Groups at GSTFT. The role is based at Royal Brompton Hospital but travel to other sites will be a necessary part of the role. The team support a broad portfolio of research projects across the breadth of cardiac, respiratory and critical care medicine.

Coordination and planning of HLCC CG Associate Director of Research activities and resolving complex and conflicting commitments requiring resolution.

Coordination on a weekly basis with HLCC CG and R&D Directors’ PAs/EAs

Extensive diary management. Arranging meetings and appointments via the calendar system with both external and internal personnel. This will include liaison with Government departments, and other healthcare related organisations.

Organising a complex committee structure and arranging HLCC CG Research meetings and events.

Plan and coordinate diary events such as away days, meetings and conferences. Find suitable venues to suit delegates, room layout, hospitality and audio-visual requirement, with management of such events as they take place.

Support the research development team with grant administration.

Organise travel and accommodation arrangements as required.

Prepare acknowledgement letters and draft replies were required.

Prepare documents, presentation and speech material using the agreed format for the R&I Exec Board and other Trust level meetings.

Undertake audio/copy typing and preparing minutes of senior level meetings as required.

Receive and provide complex highly sensitive or contentious information in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure completion is satisfactory

Manage procurement and maintenance of appropriate office equipment and consumables.

Match invoices to appropriate department budgets, manage and authorise payment of invoices. Authorised signatory up to £3,000.

Support with requisitions and invoices.

Travel between sites and other organisations in order to liaise with researchers, staff and collaborators.

Support with access to IT systems for new staff and archiving processes.

Support research engagement events and groups meetings.

Monitor readings for the photocopier and order regular supplies of paper, toner and staples and action any mechanical problems.

Liaise with appropriate Trust staff to ensure office environment complies with all health and safety standards.

Responsible for designing, establishing, adapting and maintaining information systems, filing, cataloguing and documenting office systems ensuring accessibility and confidentiality of information. To include the establishment and use of databases.

Manage and record movement of all in-coming and out-going correspondence, including shared mailboxes and links to filing system, ensuring actions are taken and tasks completed.

Undertake and support surveys and audits.

Identify the need for and make changes to local policies and processes in own work area and in common with others in the same role.

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