Senior Research Admin & Events Coordinator (Part-Time)

Everi Pty

Newcastle City Council

Hybrid

AUD 60,000 - 62,000

Part time

14 days+

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Job summary

Newcastle University is seeking a Senior Administrator to provide high-level administrative support within the NIHR RSS team, based in the Population Health Sciences Institute. You will work with the Operations Manager, Senior Administrators, Methodologists and Strategic Leads to support the strategic aims and activities of the NIHR RSS and will provide comprehensive administrative support.

The role involves handling diverse tasks, including stakeholder queries, meeting coordination, minutes,

Qualifications

Excellent IT skills including MS Office (Outlook, Word, Excel and PowerPoint) in an administrative or customer-facing role.
Experience of producing online training guides and communication material.
Experience of supporting committees, meetings and events, including production of agendas, drafting reports and minute taking.
Strong written and verbal communication skills, including the ability to present information to large audiences online and face‑to‑face.
Experience of maintaining a database and thorough understanding of the importance of attention to detail, including the ability to demonstrate evidence of activities undertaken to ensure data accuracy.
Experience of all aspects of large‑scale event coordination, demonstrating professionalism and excellent customer service.
Good organisational and time management skills, with the ability to manage multiple tasks and priorities, working effectively both independently and as part of a team.

Responsibilities

To support the RSS Hub Chief Operating Officer, Operations Manager, Methodologists and Strategic Leads to coordinate and deliver administrative tasks within the RSS
To represent the RSS and support the organisation and delivery of events, training sessions and engagement activities both regionally and nationally, engaging with stakeholders at the most senior levels in partner organisations, as well as members of the public
To contribute to the development of online learning and development resources including the creation and maintenance of digital training packages
To coordinate high level meetings and events, including production of draft agendas and minutes, making room bookings and catering arrangements, issuing paperwork, setting up meeting rooms, promoting events and facilitating arrangements to allow hybrid attendance
To assist with the management of the web‑based database which hosts researcher and other information, including maintaining accurate and up to date records and liaising with web‑developers to improve and enhance the database and reporting mechanisms
To respond to queries from a broad range of stakeholders and teams (both regional and national) in a proactive, timely manner
To maintain oversight of invoices, expense claims and other financial tasks on behalf of the RSS Hub, ensuring all expenditure is identified against correct budget sub‑headings and ensuring early escalation of all financial queries to the Operations Manager where necessary
To be a first point of contact for the team, dealing directly with enquiries from academic and clinical staff, and members of the public, including dealing with routine email queries and redirecting enquiries to appropriate experts, ensuring queries are handled efficiently, confidentially and in a timely manner
To provide organisational support to the team including diary management, arranging travel/appointments to ensure that the service runs smoothly and assisting colleagues with any other general office duties
To support the Service by developing, reviewing and maintaining systems to manage and store confidential information (e.g. researchers' details) in accordance with the University requirements and data protection legislation and ensuring compliance with Information Governance and Freedom of Information legislation
To assist with the recruitment of RSS Hub staff and liaise with the Chief Operating Officer and Operations Manager on appointments, resignations and contract renewals for RSS Hub staff
To provide communications support to the team including liaising with internal and external contacts e.g. collaborating institutions/colleagues, NHS Trust partners and funder (NIHR/DHSC)
Support the Operations Team in the development and implementation of effective administrative systems and procedures to ensure an efficient service is provided to colleagues and stakeholders
Contributing to the management of the NIHR RSS shared email inbox, ensuring timely and accurate responses to emails and escalating complex queries to appropriate team members when necessary
Participate in duties common to the work environment and taking part in cross‑cover arrangements with other staff as requested