The post holder will provide high-quality administrative support for the Lead for the Acute Care Interfaces Theme within the National Institute for Health Research Applied Research Collaboration for the West Midlands (NIHR ARCWM). The role will include diary management, arranging travel, servicing meetings, managing events, maintaining finance records, maintaining databases of project information, updating web pages and liaising with the other institutions in the programme grant as required.

Informal enquiries regarding this post may be made to Dr Anne-Marie Brennan, Head of Programme Delivery (Operations), a-m.brennan@warwick.ac.uk.

Duties and responsibilities

  • Providing administrative support to the Lead for ARC Theme 2, Acute Care Interfaces, in all aspects of the research programme.
  • Managing diaries, drafting and responding to correspondence and managing emails where required, taking the initiative to respond appropriately on behalf of the Theme Lead.
  • Organising and taking minutes at Theme meetings and following-up all actions and queries that might arise.
  • Leading on the administrative duties of event management for the initiative including: sourcing and booking venues, preparing delegate lists and papers and ensuring the smooth running of the event on the day.
  • Providing financial support to the Heads of Programme Delivery and Finance Manager with regard to maintenance of budgets relating to expenditure; completing purchase order requests.
  • Maintaining financial records relating to expenditure, processing purchase orders and expense claims.
  • Arranging national and international travel, booking flights and accommodation and ensuring timely preparation and submission of expense claims.
  • Providing updates and activity reports to assist the governance of ARC WM.
  • Supporting and maintaining an overview of the Theme 2 web pages.
  • Developing and maintaining good working relationships with other support staff within the wider Warwick Medical School and across the other institutions in the collaboration (University Hospitals Birmingham Foundation Trust, University of Birmingham and Keele University).
  • Developing knowledge and understanding of the University’s Financial and Human Resources regulations, processes and procedures.
  • Any other reasonable duties commensurate with the level of the post.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1Educated to GCSE level (or equivalent) (a)Essential Criteria 2Excellent administration skills and previous office experience to include electronic diary management (a, c)Essential Criteria 3Excellent organisational skills with the ability to manage own workload and balance competing priorities. (a, c)Essential Criteria 4Ability to work accurately to tight deadlines with a meticulous approach to work (a, c)Essential Criteria 5Excellent communication and interpersonal skills including the ability to act with tact and discretion, maintaining confidentiality at all times (a, c)Essential Criteria 6Strong numeracy and IT skills with competency in Microsoft Office (a, c)Essential Criteria 7Commitment, dedication and energy, with a “can do” and positive approach to all activities (a, c)Essential Criteria 8Ability to work in a team environment and in a flexible and collegiate manner (a, c)Desirable Criteria 1Experience of maintaining financial records / spreadsheets (a, c)Desirable Criteria 2Experience of using an electronic referencing system and of literature searching and retrieval of scientific papers (a, c)Further ParticularsWarwick Medical School

For further information about the department, please visit the departmental website

For further information about the University of Warwick, please read our University Further Particulars.

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Diversity and Inclusion

The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.