Unit Coordinator

Guidant Global is recruiting on behalf of a highly recognised university for a Unit Coordinator for a 12-month contract with an immediate start.

The post-holder works within a multi-disciplinary team to provide administrative support across a wide range of core activities. The post-holder is responsible for developing and managing direct line reports, supporting the senior staff (primarily the Director and Head of Clinical Trial Operations) in the day-to-day running of the CCTU (Comprehensive
Clinical Trials Unit). The post holder facilitates the effective management of HR and financial matters, as well as promoting a positive working environment and being a team player.

In this role, you can expect to:

Finance

* To manage CCTU finances on a day-to-day basis, including running income and expenditure/transaction reports on project funds and running accounts and maintaining an overview of the Departmental finances.

* Assisting with annual budgeting, forecasting and year-end processes.

* Proactively keeping up to date with changes in finance policies and procedures.

* Raising and approving purchase orders, expense claims and Interdepartmental transfers in line with policies and procedures.

* Forecasting staff costs on the Worktribe system to ensure there is sufficient funding for requests.

* Advising researchers and CCTU staff in the preparation of Full Economic Costing (FEC) of grant applications using the Worktribe system.

* Assisting Research Services with final reports on projects about balances and expenditures.


Human Resources

* To link proactively in CCTU activities with the HR team, so that processes and procedures are aligned.

* Recruitment and Selection using the ROME system; this will include preparing job descriptions and adverts, assisting with interview preparation, coordinating successful appointments, and raising and administering contracts.

* Assisting HR Manager with post-grading, re-grading and salary progression requests as required.

* Administering changes to appointments, changes to funding, contract extensions and terminations, special leave and leavers forms.

* Proactively Liaising with HR teams including ECA and Payroll when issues arise.

* Ensuring CCTU is fully compliant with all policies around staff sickness, annual leave, appraisal and probation. Monitoring records to ensure that probation and appraisals are up-to-date within the department.

* Managing staff/visitor access to the department.

* Maintaining the CCTU induction pack and assisting with inducting new staff ensuring they have the necessary arrangements in place to be able to start work.

* To be an active member of relevant working groups and committees and represent and promote the unit and Institute to ensure that issues are raised appropriately and acted upon accordingly.

* To undertake relevant training to keep informed of current issues, policies, procedures and legislation.

General Duties

* To line manage the administration team (currently two part-time members of staff) to be responsible for oversight of their work and their personal and professional development.

* Act as the first point of contact for the CCTU and interface with PIs and researchers regarding collaboration applications.

* Facilitate liaison between the CCTU's key stakeholders and coordinate the organisation and management of unit meetings, seminars, workshops, conferences and any other events.

* Maintain the Departmental website and keep up-to-date in relation to communications, marketing and media resources.

* Participate in, and provide secretarial support to, the CCTU Leadership Team and other Committee meetings, including arranging meetings, producing agendas, circulating papers, taking minutes and coordinating follow-up actions.

* To oversee individual tasks and one-off projects as directed by the Unit Director.

* Act as Health & Safety Officer for the Unit.

* Develop and maintain electronic storage and filing systems for unit documents.

* Co-ordinate freedom of information requests as and when.

* Collate and analyse data for Faculty/College requirements (e.g. RAE, space returns).

* Contribute to an overall departmental training programme for professional services.

* Maintain the Departmental staff email list.

* Respond to all requests for information from the Division, Faculty, other departments and external bodies.

* Work closely with Institute professional services colleagues as part of an integrated professional services team.

* To ensure advice and guidance provided to staff complies with Financial Regulations, relevant legislation, e.g. Data Protection Act; related policies and procedures (e.g. Recruitment and Selection procedures); sponsors' terms and conditions, etc.

We're looking for candidates who have:

Qualifications, experience and knowledge

Undergraduate degree or equivalent or having acquired substantial relevant experience.

Proven track record in administration preferably in a HEI setting.

Preparing adverts, job descriptions, post-grading documents and other HR-related materials.

Experience of handling confidential information sensitively.

Proven experience in providing an efficient and effective level of service to colleagues.

Experience of managing diaries, setting up meetings and minute-taking).

Line management experience.

HR operational processes and procedures (e.g. recruitment and selection, probation, appraisal etc).

Financial management of research and non-research funding.

Experience of creating and maintaining web pages using Content Management Systems.

Postgraduate management/HR professional qualification or equivalent knowledge acquired by experience.

Knowledge of and experience of advising on employment issues.

Skills and abilities

Excellent organisation skills.

Highly developed verbal and written communication skills including the ability to liaise with staff at a

range of levels internal and external to the organisation.

A methodical and accurate approach to work with attention to detail and a willingness to adapt and

innovate.

Ability to work both on own initiative and collaboratively as part of a team.

Excellent IT skills.

Proactively raising potential issues as and when they occur to work in advance to solve problems.

Commitment to and knowledge of advancing equality, diversity and inclusion.

You will receive various benefits including weekly pay, a monthly recognition scheme, a refer-a-friend scheme, and visibility on potential permanent opportunities at the institution.

Guidant Global is acting as an Employment Business in relation to this vacancy.