Centre Administrator
Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Centre Administrator for an initial 2 month contract with potential to extend on a rate of £15.33/hour PAYE. The working hours are 9am-5pm. This role will be based on site in Edinburgh.
Responsibilities:
– Provide administrative support across the organisation. This includes drafting agendas, minute taking, arranging meeting schedules, circulating appropriate reports/papers to committee members, gathering feedback on any draft papers within timescales, booking meeting rooms, organising catering. This can vary from arranging 1-2-1 meetings, to supporting scheduled committees throughout the year, to arranging internal research talks and bespoke seminars.
– Provide administrative support, including planning timetables with the lead academic, ensuring risk assessments and any other checks take place with the relevant professional services staff, inviting attendees, organising travel, arranging accommodation and catering, promoting the event/visit both internally and externally as required and with the support of Communications colleagues.
– Provide on-line diary management for the Centre Director and others as and when required. The Centre Director is a busy role and there are often diary conflicts and competing demands for time to be managed.
– Where required, manage and prioritise all incoming and outgoing correspondence (electronic and written, including audio typing where required) and telephone calls, initiating a response on behalf of senior academics, ensuring that urgent/important business is brought to their attention in good time and with priority assignment.
– Support senior academics in the Centre and Institute, with other Institute professional staff, with staff recruitment, scheduling annual reviews, mock interviews and PhD Vivas, ordering goods and services in line with organisation’s policy and procedures, and preparing expense claims to be charged to internal budgets as well as to external organisations.
– Organise travel and accommodation for national and international trips, e.g. conferences and related meetings for Centre staff. This includes scheduling often complex itineraries to ensure efficient use of time and resources. Travel arrangements should ensure value for money, and conform to the organisation’s travel policies, including appropriate recording for travel insurance. Provide support and assistance to Centre staff and students who require advice on the travel arrangements.
– Act as Open Access administrator for the Centre: contact point for Open Access enquires, collating information on accepted publications, uploading and ensuring all entries on PURE system are compliant for the current and future REFs, liaising with the press office regarding any potentially press-worthy papers.
– Provide administrative support on behalf of other Centre Administrators in the Institute of Genetics and Cancer as required, e.g. to cover periods of absence, including the collation and analysis of information for inclusion in often complex documents.
Essential Skills:
– Minimum of 5 years’ experience in a previous similar role
– Knowledge of medical and scientific terminology.
– Committee servicing skills
– A high level of competence with Microsoft Office, Microsoft Teams, e-mail and the internet, as well as basic experience of inputting or extracting data to/from databases.
– Excellent communication (both written, including audio typing and oral) – with a proven ability to communicate with people at all levels.
– A high degree of problem solving and organisational skills.
– Ability to work on own, without supervision, using initiative, being able to cope under pressure, to multi-task, ability to meet deadlines and flexibly juggle a changing workload.
– Able to maintain confidentiality, tact and discretion
– Experience of editing/reviewing documents.
– An ability to undertake basic analysis of data e.g. to insert into tables/charts
Desirable Skills:
– A knowledge of the requirements of Freedom of Information Act and the Data Protection
– A knowledge of PURE and/or Researchfish
– Experience of content management, e.g. websites
– Experience of using systems for buying goods and services
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Provide administrative support across the organisation. This includes drafting agendas, minute taking, arranging meeting schedules, circulating appropriate reports/papers to committee members, gathering feedback on any draft papers within timescales, booking meeting rooms, organising catering. This can vary from arranging 1-2-1 meetings, to supporting scheduled committees throughout the year, to arranging internal research talks and bespoke seminars.
– Provide administrative support, including planning timetables with the lead academic, ensuring risk assessments and any other checks take place with the relevant professional services staff, inviting attendees, organising travel, arranging accommodation and catering, promoting the event/visit both internally and externally as required and with the support of Communications colleagues.
– Provide on-line diary management for the Centre Director and others as and when required. The Centre Director is a busy role and there are often diary conflicts and competing demands for time to be managed.
– Where required, manage and prioritise all incoming and outgoing correspondence (electronic and written, including audio typing where required) and telephone calls, initiating a response on behalf of senior academics, ensuring that urgent/important business is brought to their attention in good time and with priority assignment.
– Support senior academics in the Centre and Institute, with other Institute professional staff, with staff recruitment, scheduling annual reviews, mock interviews and PhD Vivas, ordering goods and services in line with organisation’s policy and procedures, and preparing expense claims to be charged to internal budgets as well as to external organisations.
– Organise travel and accommodation for national and international trips, e.g. conferences and related meetings for Centre staff. This includes scheduling often complex itineraries to ensure efficient use of time and resources. Travel arrangements should ensure value for money, and conform to the organisation’s travel policies, including appropriate recording for travel insurance. Provide support and assistance to Centre staff and students who require advice on the travel arrangements.
– Act as Open Access administrator for the Centre: contact point for Open Access enquires, collating information on accepted publications, uploading and ensuring all entries on PURE system are compliant for the current and future REFs, liaising with the press office regarding any potentially press-worthy papers.
– Provide administrative support on behalf of other Centre Administrators in the Institute of Genetics and Cancer as required, e.g. to cover periods of absence, including the collation and analysis of information for inclusion in often complex documents.
Essential Skills:
– Minimum of 5 years’ experience in a previous similar role
– Knowledge of medical and scientific terminology.
– Committee servicing skills
– A high level of competence with Microsoft Office, Microsoft Teams, e-mail and the internet, as well as basic experience of inputting or extracting data to/from databases.
– Excellent communication (both written, including audio typing and oral) – with a proven ability to communicate with people at all levels.
– A high degree of problem solving and organisational skills.
– Ability to work on own, without supervision, using initiative, being able to cope under pressure, to multi-task, ability to meet deadlines and flexibly juggle a changing workload.
– Able to maintain confidentiality, tact and discretion
– Experience of editing/reviewing documents.
– An ability to undertake basic analysis of data e.g. to insert into tables/charts
Desirable Skills:
– A knowledge of the requirements of Freedom of Information Act and the Data Protection
– A knowledge of PURE and/or Researchfish
– Experience of content management, e.g. websites
– Experience of using systems for buying goods and services
If you would like to hear more about this opportunity please get in touch.
