Imperial College of Science, Technology & Medicine

Imperial College London

Job Description

Job Title: Team Administrator

Section: Diabetes, Endocrinology & Metabolic Medicine

Division: Division: Diabetes, Endocrinology & Metabolism

Department: Medicine

Job Family/Level: Professional Services, Level 2b

Salary Range: £23,450 - £26,020 per annum

Accountable to: Professor N Chaturvedi

Responsible to: Emanuela Mariani, Senior PA

Location: ICCH Building, St Mary’s campus, Paddington

Duration: Two years in the first instance

Background

In recognition of the immediate and growing importance of diabetes to public health in the UK, the UK Diabetes Research Network has been established.

The goal of the network is to achieve benefits for people with diabetes, or at risk of developing diabetes through excellence in clinical research. The aim of the network is to facilitate the conduct of randomised prospective trials and other well designed studies of diabetes including those for prevention, diagnosis, and treatment.

Imperial College London and Oxford University have been selected to act as the Coordinating Centre for the Diabetes Research Network (DRN) with Imperial as the lead organisation. The Coordinating Centre manages the activities of 8 national Local Research Networks (LRNs).

Purpose of The Job

The Team Administrator will have a number of administrative responsibilities. The principal role will be to provide administrative support to the Diabetes Network Coordinating Centre but will also support other research activities, working horizontally across the group.

Key Responsibilities

The post holder will be required to demonstrate enthusiasm, initiative and willingness to learn. The post holder’s responsibilities will include:  To provide efficient and accurate administrative support to the DRN Coordinating Centre  Extensive diary and travel management for the DRN Coordinating Centre  Deal with correspondence, e-mail and telephone contacts  Assist with communications within the group and externally  Arrange internal and external meetings including adoption panels for non commercial studies  Organise practical aspects of meetings such as room bookings and catering  Minute meetings  Organise travel arrangements, registrations and accommodation for members of staff to attend conferences and meetings abroad and in the UK  Assist in the administration of grant applications  To act as a point of contact on a day-to-day basis for staff and visitors  Order supplies and pay invoices for the group and maintain an invoice tracking system  Prepare Power point presentations and posters for the group  To be responsible for maintenance of office equipment, stationary supplies and refreshments.  Co-ordinate reference material  Cover holiday periods for the Senior Personal Assistant

The Team Administrator will be expected to take on other duties and responsibilities commensurate with the grade. It is subject to review and amendment in consultation with the post-holder in order to reflect any changes in the patterns, organisation, and development of the service required.

Job descriptions cannot be exhaustive and so the post holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.

The post holder is expected to observe and comply with all College policies and regulations, for example Health and Safety, Data Protection etc.

Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to adhere to the principles set out in our Equal Opportunities in Employment Policy, Promoting Race Equality Policy and Disability Policy and all other relevant guidance/practice frameworks. Person Specification

Qualifications and Experience

Essential

 Experience of working in an administrative role in a challenging environment  Experience in organising meetings and making travel arrangements  Professionally and personally committed to complete tasks successfully and produce excellent results at work

Desirable

 Experience of minuting meetings  Familiarity with medical science terminology  Experience in an academic health care environment  Experience of monitoring invoices and payments

Skills and Abilities

Essential

 Meticulous and very well structured administration skills  A high level of accuracy and consistent attention to detail  Reliable and approachable  First rate oral communication skills (telephone and in person)  Flexibility and a capacity to adapt to the changing demands of the job  Well organised and able to manage time effectively, prioritise workload and work to tight deadlines  Ability to use one’s own initiative  Ability to work independently and as part of a team, as required  Ability to communicate with a wide range of people, at all levels  Ability to work under pressure while maintaining a high degree of accuracy  Excellent interpersonal skills including an ability to work well with others and to deal competently and tactfully with a wide range of situations  Willingness to acquire new skills as necessary  A high standard of computer literacy – MS Word, MS Excel, MS Power point, Outlook, Access Database, e-mail and internet functions Application Guidance

Please read the person specification carefully and describe, as part of your application, how much you feel you meet each of the criteria. If you need more space, please attach additional sheets to the application form.

The recruitment monitoring section of your application will be detached and will be used only for monitoring and audit purposes as a basis for supporting our commitment to Equal Opportunities.

An application form and full CV quoting reference number HM2010011 should be sent, by the closing date of 13 February 2010, online via the Imperial College iRecruitment website.

Shortlisted candidates will be contacted as soon as possible after the closing date.

Interviews will be held on 19 February 2010.

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