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Vacancy: NHS Research Scotland - Central Management Team Support Administrator
9th August 2022
NHS Research Scotland - Central Management Team (NRS-CMT) is seeking a Support Administrator to work with the staff of CMT to provide comprehensive administrative support, to enable the team to work effectively with stakeholders across Scotland
- NHS Band 5 equivalent (from £15,662 a year)
- Part time 0.6 Full-Time Equivalent (21 hours)
- Office-based when available - remote working is supported subject to the needs of the role
- Application deadline: 21/08/22
Background
NHS Research Scotland (NRS) is a partnership involving Scottish NHS Boards and the Chief Scientist Office (CSO) of the Scottish Government. NHS Research Scotland - Central Management Team (NRS-CMT) sits within InnoScot Health.
InnoScot Health Ltd works in partnership with NHS Scotland to identify, protect and develop new ideas that come from healthcare professionals.
The overarching aim of NRS is to ensure that NHS Scotland provides the best environment to support clinical research and it aims to increase the number of studies and the level of patient recruitment to research projects undertaken across Scotland. CMT assists in delivering this aim by providing a range of support services, including being a single point of contact to efficiently route feasibility requests across NRS, providing collated feedback to Sponsor in a rapid and reliable manner, and collecting, correlating and analysing financial data in relation to service support costs.
CMT routinely support a variety of meetings with stakeholders across Scotland.
CMT has offices in central Glasgow, however has been working remotely since March 2020.
Role overview
The role works with the staff of CMT to provide comprehensive administrative support to enable the team to work effectively with stakeholders across Scotland. The primary focus will be on proactively supporting the meeting schedule for CMT, including arranging meetings, collating papers and taking minutes, as well as associated activity to file and manage meeting materials both physical and electronic.
Meetings may be held over Zoom or MS Teams, or delivered face to face at locations across Scotland. The role also provides other day to day administrative support to CMT as required.
Remote working will be possible for meetings using teleconferencing via Zoom or Teams, but occasional travel may be needed across Scotland to support face to face meetings.
The post works flexibly to support CMT staff, under the direction of the CMT General Manager and the Head of HR and Administrative Services who will direct the day to day activities of the post.
The post reports to the CMT General Manager.
Main activities
- Arrange a variety of meetings for CMT staff
- Engage with CMT staff and stakeholders as necessary
- Create, collate and distribute meeting papers, including agendas, minutes and reports drafted by colleagues
- Write minutes live, or transcribe from audio or video recordings (shorthand is not required, but ability to produce rapid, concise notes is essential)
- General office support – letter writing, handing of telephone or email enquiries
- Preparation and storage of documents – including photocopying or printing, organisation and storage of relevant paperwork, both physical and electronic
- Creation and maintenance of filing and other office systems
- Keep diaries and arrange appointments
- Schedule and attend meetings, create agendas and take minutes
- Work with the Head of HR and Administrative Services to ensure that meeting rooms and conference facilities are booked, to order consumables, or to arrange travel or accommodation
- Any other activities as directed by the CMT General Manager
Experience and Skills
Candidates should have a relevant qualification (minimum HND) or equivalent experience in office administration or administrative roles.
Familiarity with routine office systems, such as Outlook, Word and PowerPoint, and ability to take accurate minutes is essential.
Required
- Excellent administrative skills
- Familiarity with routine office software packages
- Strong verbal and written communications skills
- Ability to work to deadlines
- Strong interpersonal and good team-working skills
Desired
- Degree or HND in a relevant area is preferred
- Proven experience in managing meetings and note taking
- Experience of the NHS, working in a medical environment or familiarity with medical terms is not essential, but would be helpful
