Guy's and St Thomas' NHS Foundation Trust
R&D Office and Reception Administrator
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Role Overview
The R&D Office and Reception Administrator will provide high-quality reception and administrative support to the whole department overseeing reception, working closely with IT, linking in with all teams and departments as well as stakeholders. Tasks include greeting visitors to the department, booking and organisation of meeting rooms, effective coordination of research events and research meetings conducted within our NIHR Research & Development Department and NIHR Clinical Research Facility, maintaining databases and accurate records, providing excellent customer service and the effective and timely provision of general administrative support to the department.
The post holder should have experience in minute taking, AV/IT set up, managing large events for directors/executives and experience in generating income through managing external events when room availability allows.
Key Responsibilities
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Floor Administration and Support
- Handling enquiries and requests from staff members regarding floor, desk, or room bookings, upcoming meetings, and assisting with the preparation of packs.
- Deputising management of the floor in the absence of the R&D Admin Team leader ensuring the smooth running and addressing any issues that may arise.
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AV/IT Support
- Assisting staff members with IT-related issues on the floor, including setting up IT equipment on site, co-ordinating between IT and R&D, logging support calls to IT Services or Essentia services, and updating the tracker accordingly.
- Ensuring meeting rooms and audio-visual equipment are properly set up prior to meetings and provide IT support in meetings when needed.
- Trouble shooting all IT/AV related issues within the department.
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Training Support
- Arranging internal staff members to attend training courses and raising POs/payment when needed.
- Utilising the Trust travel booking system to book hotels and flights for staff members for courses and conferences.
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Desk and Meeting Room Administration
- Updating desk and room booking requests and maintaining up-to-date desk and meeting room staff booking accounts.
- Liaising with external teams as needed, such as during events or visits that have been booked.
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Meeting Support
- Taking minutes, preparing agendas, setting up meetings.
- Booking external meetings and maintaining an updated track.
About the R&D Department
The R&D Department at Guy’s & St Thomas’ NHS Foundation Trust (GSTFT) is one of the focal points for innovative research in London through its nationally recognised research portfolio and research infrastructure. We are systems leaders in NHS research with strong strategic partnerships across the National Institute for Health Research (NIHR), Department of Health & Social Care (DHSC) and the Health Research Authority (HRA) and are active members of the organisations such as the Shelford Group, University Hospitals Association (previously AUKUH) and UKRD.
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Research is a top priority for the Trust which in 2021/22 was the top NHS organisation nationally for the number of NIHR portfolio studies open (417) and was the top recruiting organisation in South London (third nationally) recruiting over 19,000 participants into NIHR portfolio studies. This is approximately over 40% of the total number of participants of research studies within our Local Clinical Research Network in South London. For the financial year 2022/23, the NIHR budget for the R&D Department totalled approximately £25m. We are a the most active research partner in the King’s Health Partners Clinical Trials Office for contract commercial clinical trials with 60% of the commercial trials portfolio in 2021/22 lead by the Trust; we also collaborate in the South London NIHR Applied Research Collaboration (ARC).
Contact Information
For further details / informal visits contact:
- Name: Karen Newson
- Job Title: R&D Admin Team Leader
- Email Address: karen.newson@nhs.net
- Telephone Number: 02071885731
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