Job summary
- Main area
- Research Administration
- Grade
- NHS AfC: Band 5
- Contract
- Permanent: Office based, both at the Warneford Hospital and Unipart House, Cowley, Oxford
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 267-CS6270964
- Employer
- Oxford Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Isis Education Centre
- Town
- Oxford
- Salary
- £28,407 - £34,581 per annum
- Salary period
- Yearly
- Closing
- 11/07/2024 23:59
Employer heading
Research Administrator/Personal Assistant to Deputy Director
NHS AfC: Band 5
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Job overview
Are you someone who thrives in a busy environment where 2 days may never be the same?
Do you have excellent communication and administration skills?
We may have just the role for you, the research team on the Oxford Doctoral programme in Clinical Psychology which is based at the Warneford Hospital and Unipart House in Oxford is looking for a PA/Research Administrator to support their busy team.
The role will be ideal for someone who has previous PA or strong administration skills excellent Microsoft office skills particularly in the use of Excel and has had previous experience of managing online calendars and email.
You will join a well-established team, committed to high standards in clinical training and will develop a thorough understanding of the Oxford Institute of Clinical Psychology and Oxford Doctoral Course in Clinical Psychology training programme, its stakeholders and its administrative systems and processes.
Main duties of the job
As Personal Assistant to the Deputy Director (Research) you will provide administrative and business support in the development of business plans, ancillary programmes and monitoring/reporting.
You will have considerable autonomy and initiative in reconciling the administrative and personal assistant requirements of several diverse organisations spanning the health and education sectors and ensure that effective and efficient communication is maintained between the Institute, the University of Oxford and the Oxford Health NHS Foundation Trust (who are the employers of The Institute staff and trainees).
Working for our organisation
Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible
Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are: “Caring, safe and excellent”
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (please note waiting lists may apply)
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Detailed job description and main responsibilities
Please review the attached job description and person specification for an overview of the full role responsibilities which include
Provision of support to (1) the Programme manager and (2) the Head of Operations in overseeing the administration and operation of the Institute of Clinical Psychology Training acting as the first point of contact for staff, trainees and visiting lecturers arriving at the Institute and the teaching space at Unipart House or making contact by telephone/email.
Processing manual repayment and associated expenses forms, liaising with the creditors team.
As part of the admin team, monitor the Institute’s general inbox, make room bookings and oversee the online calendar.
Help to prepare rooms for teaching and assist in providing hospitality to visiting lecturers and providing them with appropriate documentation/resources.
Take notes for the regular Research Tutors Meeting.
Administer the systems for recording of trainee research training, projects and approval of research budget requests and payments
Maintain and monitor research paperwork, including producing reports of trainee progress, and support tutors in ensuring up-to-date and complete recording for the Oxford Course Board of Examiners.
Co-ordinate programme of meetings for the Research Tutor Team.
Act as Personal Assistant to the Deputy Director (Research). Organising meetings and appointments, preparation for meetings, diary management, booking and arranging travel, transport and accommodation to meetings, conferences. collating expenses, organising events e.g. supervisor training, CPD and conferences, compiling and preparing reports, presentations and correspondence and developing and managing excel spreadsheets, databases and filing systems
Person specification
Knowledge
Essential criteria
- Knowledge & experience of using and editing databases (Excel, Access or industry specific)
Desirable criteria
- Knowledge of NHS Research
- Knowledge of the Health Service
- Knowledge and understanding of Oxford Health NHS FT systems and processes
- Knowledge and understanding of University of Oxford/Medical Science Divisions systems and processes
Qualifications
Essential criteria
- Good standard of education
Desirable criteria
- Evidence of relevant and recent CPD
Experience
Essential criteria
- Significant experience in a secretarial or Administrative position
- Experience of working with spreadsheets
Desirable criteria
- Experience of working as a PA
- Experience of working within an academic setting.
- Experience of working in a research environment
- Experience of working within the NHS.
- Experience of working with a University VLE
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Deryn Southam
- Job title
- DClinPsych Programme Manager
- Email address
- [email protected]
- Telephone number
- 01865 226367
- Additional information
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
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