Approvals Administrator

Health Research Authority; Nottingham; Hybrid; GBP 23,000 - 28,000; Full time

Benefits offered by this job

Flexible working

Home-based option

Job summary

The Health Research Authority invites applications for an organised administrator to join the Approvals Service. You will support the processing of research applications, issue standard communications, provide procedural advice to applicants and help track studies to deliver a coordinated service.

The role can be home based or office based in Manchester, Newcastle or Nottingham, with flexible hybrid working where possible.

Qualifications

• Significant experience in an administrative role equivalent to A-Level or NVQ3
• Excellent MS Office skills and ability to manage multiple tasks to tight deadlines
• Experience taking minutes and liaising with internal/external agencies
• Understanding of health research approvals and NHS processes
• Willingness to travel occasionally

Responsibilities

• Support processing of research applications and issue standard communications
• Provide procedural advice to applicants and track studies to deliver a coordinated service
• Assist administration of Research Ethics Committee meetings and record minutes
• Ensure reviews are completed and recorded in line with processes to inform site decisions

Skills

MS Office proficiency

Organisational skills

Process improvement

Understanding of HRA role

Medical terminology

Education

A-Level or NVQ3 in administration

Tools

MS Office

Job description

We currently have an exciting opportunity within the Health Research Authority for an enthusiastic and organised individual.

The role will support the Approvals Specialist in the processing of research applications, issuing standard communications and providing procedural advice to applicants. The post-holder will support the tracking of studies to deliver a coordinated service to applicants. They will support the administration of Research Ethics Committee meetings and record discussions and decisions by sub-committees.

The post-holder will be part of a wider team which will ensure that appropriate reviews have been completed and recorded in line with agreed processes in order to inform decisions of sites on the viability of the study locally.

Applicants should be educated to high level secondary education or have passed or be working towards NVQ3 in a relevant field, or equivalent, plus relevant practical experience.

It is expected that interviews will be held week commencing 16 November 2026. This information is provided to support potential applicants to assess availability to attend.

Main duties of the job

The postholder must have an understanding of the HRA role and remit, knowledge of a range of administrative practices and procedures plus evidence of practical experience at a similar level. They will have a well-developed knowledge and expertise of operating systems within the NHS or similar field and excellent organisational skills with the ability to prioritise against a background of change and uncertainty. Experience of taking minutes, of working with people at all levels in an organisation and of working to tight deadlines is essential.

The vacancy is home based or for offices based in Manchester, Newcastle or Nottingham and will be offered to the most suitable candidate irrespective of location.

About us

At the HRA, we are committed to fostering a supportive and inclusive working environment where we actively invest in the development and empowerment of our staff, enabling them to perform at their best. We strive to promote a healthy workplace culture where wellbeing, collaboration, and professional growth are valued and encouraged.

Working at the HRA, we support flexible working, recognising that home based or hybrid arrangements provides us with the most productive environment to work well. Where possible, we'll offer a working pattern that suits you.

The HRA offers home based contracts for all locations. Newcastle, Manchester and Nottingham based staff can be office based and hybrid working arrangements are also possible. We encourage you to speak with us to explore how this could be accommodated.

We are committed to creating an inclusive workplace that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community: age, disability, gender identity and expression, ethnicity, religion or belief, sex, sexual orientation and other diverse characteristics, and we have policies in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process.

Job responsibilities

Please refer to the attached job description and person specification documents for full details about this role.

When completing your application, ensure you clearly demonstrate how your experience and skills align with the criteria outlined for this position.

We recognise that generative AI tools can be helpful in supporting applicants during the recruitment process, particularly for tasks such as proofreading, structuring, or refining written responses. However, we encourage candidates to use AI responsibly and sparingly. Applications should reflect your authentic voice, personal experiences, and genuine qualifications. Over reliance on AI-generated content can result in generic or inaccurate submissions that fail to meet the criteria or convey your individuality. Misrepresentation of skills, knowledge, or experience, including through AI-generated content, may lead to the rejection of your application, withdrawal of your offer, or your dismissal if you do start with us. If you choose to use AI, please ensure it enhances rather thanreplaces your own input, and be transparent about its use where appropriate. False and insincere examples go against our values of integrity and transparency.

Important informationWe are unable to offer employment under any sponsorship arrangement as we do not hold a sponsorship licence. Applications requiring sponsorship will not be considered.

Applications that do not clearly demonstrate how the essential criteria outlined in the person specification are met will not be shortlisted.

Only the information provided in the application form will be considered. CVs will not be reviewed. We do not accept applications via recruitment agencies or other third parties.

The HRA reserves the right to close this vacancy early should it receive a sufficient number of applications.

Our fixed term roles are also open to applicants who wish to apply on a secondment basis. Applicants who fit this category are advised to speak with their line manager before applying and visit their organisations Secondments Policy.

The HRA is currently undertaking a review of our Target Operating Model (TOM), which will define our approach to how we deliver our services for the future.

We want to ensure we have the right people doing their best work, enabled by clear leadership and effective supporting structures. Therefore, development of our TOM work may result in a change to some existing roles and responsibilities across the HRA.

Applicants should therefore be aware that the review may lead to future changes to the scope, responsibilities, reporting arrangements or organisational position of this role. No specific changes have been agreed at this stage, with proposals affecting any existing HRA role being subject to appropriate consultation and managed in accordance with the HRAs organisational change policies and relevant national guidance

Organisational structure and directorate overviewThe HRA is made up of five directorates: Approvals, Chief Executive, Digital, Policy and Partnerships and Resources.

This role is in the HRA Approvals Service directorate which consists of teams that work together, across the HRA and across the UK research landscape to provide the appropriate approvals for health and care research in England and, in some cases, across the UK, and to coordinate and standardise research regulation policy and practice across the UK.

This directorate issues HRA Approval, provides the research ethics service in England, supports the Confidentiality Advisory Group advising on the use of confidential patient information without consent; and coordinates technical assurances for pharmacy and radiation. We lead work to refine and maintain the systems and processes researchers need to follow to ensure a swift, robust and simple experience. We do this by working collaboratively with external partners and nearly 1000 committee volunteers to improve the research environment.

Person Specification

QUALIFICATIONS

• Significant demonstrable and relevant experience in an administrative focused role equivalent to A-Level or NVQ3 in administration

KNOWLEDGE, SKILLS AND EXPERTIS

• Knowledge of a range of administrative practices and procedures and advanced use of all MS Office packages, (eg Excel, Word, PowerPoint, Internet and Outlook) to support these processes
• Excellent organisational skills with the ability to prioritise against a background of change and frequently changing demands including the ability to work to tight deadline
• Ability to recognise opportunities for process and system improvement and to articulate recommendations appropriately to line management
• Understanding of the HRA role and remit
• Knowledge of principles and processes for approving and conducting health research in England, including legal requirements relating to research, and the ability to apply this knowledge practically
• Knowledge of medical terminology

EXPERIENCE

• Experience of taking minutes
• Experience of liaising and negotiating effectively with internal and external agencies, at all staff levels within an organisation
• Experience in REC, NHS R&D or University Research Management

INTERPERSONAL SKILLS

• Ability to develop good communications with the Chairs and Members and the extended research community
• Excellent inter-personal skills and commitment to team working and respect and consideration for the skills of others
• Self-motivated, with ability to work on own initiative, making decisions where appropriate and organise own workload

OTHER

• Ability to develop practical solutions to meet objectives or to elevate issues when needed
• Use analytical skills to identify any areas where quality of service is being impacted, contributing proposed solutions within appropriate lines of management
• Willingness to travel occasionally, including some overnight stays with notice
• Commitment to inclusivity and valuing diversity

Full-time,Flexible working,Home or remote working,Compressed hours