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Research Administrator/Personal Assistant to Deputy Director
2 months ago
Job summary
Are you someone who thrives in a busy environment where 2 days may never be the same?
Do you have excellent communication and administration skills?
We may have just the role for you, the research team on the Oxford Doctoral programme in Clinical Psychology which is based at the Warneford Hospital and Unipart House in Oxford is looking for a PA/Research Administrator to support their busy team.
The role will be ideal for someone who has previous PA or strong administration skills excellent Microsoft office skills particularly in the use of Excel and has had previous experience of managing online calendars and email.
You will join a well-established team, committed to high standards in clinical training and will develop a thorough understanding of the Oxford Institute of Clinical Psychology and Oxford Doctoral Course in Clinical Psychology training programme, its stakeholders and its administrative systems and processes.
Main duties of the job
As Personal Assistant to the Deputy Director (Research) you will provide administrative and business support in the development of business plans, ancillary programmes and monitoring/ will have considerable autonomy and initiative in reconciling the administrative and personal assistant requirements of several diverse organisations spanning the health and education sectors and ensure that effective and efficient communication is maintained between the Institute, the University of Oxford and the Oxford Health NHS Foundation Trust (who are the employers of The Institute staff and trainees).
About us
Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible
Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"
Our values are: "Caring, safe and excellent"
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
Excellent opportunities for career progression Access to tailored individual and Trust wide learning and development 27 days annual leave, plus bank holidays, rising to 33 days with continuous service NHS Discount across a wide range of shops, restaurants and retailers Competitive pension scheme Lease car scheme Cycle to work scheme Employee Assistance Programme Mental Health First Aiders Staff accommodation (please note waiting lists may apply) Staff networking and support groups hosted by our Equality, Diversity & Inclusion team Job description
Job responsibilities
Please review the attached job description and person specification for an overview of the full role responsibilities which include
Provision of support to (1) the Programme manager and (2) the Head of Operations in overseeing the administration and operation of the Institute of Clinical Psychology Training acting as the first point of contact for staff, trainees and visiting lecturers arriving at the Institute and the teaching space at Unipart House or making contact by telephone/email.
Processing manual repayment and associated expenses forms, liaising with the creditors team.
As part of the admin team, monitor the Institutes general inbox, make room bookings and oversee the online calendar.
Help to prepare rooms for teaching and assist in providing hospitality to visiting lecturers and providing them with appropriate documentation/resources.
Take notes for the regular Research Tutors Meeting.
Administer the systems for recording of trainee research training, projects and approval of research budget requests and payments
Maintain and monitor research paperwork, including producing reports of trainee progress, and support tutors in ensuring up-to-date and complete recording for the Oxford Course Board of Examiners.
Co-ordinate programme of meetings for the Research Tutor Team.
Act as Personal Assistant to the Deputy Director (Research). Organising meetings and appointments, preparation for meetings, diary management, booking and arranging travel, transport and accommodation to meetings, conferences. collating expenses, organising events supervisor training, CPD and conferences, compiling and preparing reports, presentations and correspondence and developing and managing excel spreadsheets, databases and filing systems
Person Specification
Knowledge
Essential
Knowledge & experience of using and editing databases (Excel, Access or industry specific)
Desirable
Knowledge of NHS Research Knowledge of the Health Service Knowledge and understanding of Oxford Health NHS FT systems and processes Knowledge and understanding of University of Oxford/Medical Science Divisions systems and processes
Qualifications
Essential
Good standard of education
Desirable
Evidence of relevant and recent CPD
Experience
Essential
Significant experience in a secretarial or Administrative position Experience of working with spreadsheets
Desirable
Experience of working as a PA Experience of working within an academic setting. Experience of working in a research environment Experience of working within the NHS. Experience of working with a University VLE