Faculty of Medicine and Health
School of Medicine
Leeds Institute of Medical Education (LIME)
Learning Layers Project Administrator
Part-time, 60% FTE
Fixed term until 31 October 2016
This is a great opportunity for an experienced administrator looking for a part-time role. We are
looking for an enthusiastic and highly organised individual to join the Learning Layers project team
based in Leeds Institute of Medical Education (LIME) within the School of Medicine. You will
provide high level clerical and administrative support to the Learning Layers project team in LIME.
You will be involved in the day-to-day project support, co-ordination of activities such as meetings
and workshops, budget monitoring and reconciliation, purchasing and travel arrangements, writing
of meeting agendas, minutes and papers as well as reviewing and maintaining the administrative
systems used by the project. You will have good organisational, interpersonal and communication
skills, very good IT skills, with significant experience of using the Microsoft Office Suite and ideally
a familiarity with University systems (such as SAP, SIPR and KRISTAL).
Learning Layers is a large-scale EU Framework 7 research project. Leeds is a significant partner
in this project, which involves 17 European organisations and is administered by the International
Center for Numerical Methods in Engineering (“CIMNE”) based in Barcelona.
The Learning Layers project is investigating informal and cross-organisational networked learning
in the workplace (specifically in West Yorkshire within GP practices) and exploring and piloting the
use of technology to support this learning. The project team comprises Project Manager (Tamsin
Treasure-Jones), Research Fellow (Dr Micky Kerr) and Principal Investigator (Prof Trudie
Roberts).
Locally the role will also involve working closely with the staff in the Research and Innovation Unit
of West and South Yorkshire and Bassetlaw Commissioning Support Unit (CSU), who are also a
partner in the project, staff at 3 local GP practices (where the initial research and piloting work is
taking place) as well as healthcare staff from GP practices across the wider Yorkshire region (who
will be involved in the later stages of the project). Travel to practices across the Yorkshire region
may be required. The role will also involve communication with our other EU partners; particularly
the project administration team based in CIMNE, but it is not likely that travel to other EU countries
will be required. This post is available for 3 days per week, but exact working arrangements are
flexible and can be discussed on appointment.
The University of Leeds is committed to providing equal opportunities for all and offers a
range of family friendly policies (http://hr.leeds.ac.uk/homepage/4/policies). The University
is a charter member of Athena SWAN and holds the Bronze award. The School of Medicine
gained the Bronze award in 2013. We are committed to being an inclusive medical school
that values all staff, and we are happy to consider job share applications and requests for
flexible working arrangements from our employees.
University Grade 5 (£21,391 – £24,775 p.a. pro-rata) depending on qualifications and
experience
Informal enquiries regarding the post should be directed to Tamsin Treasure-Jones, 0113
343 4860, t.treasure-jones@leeds.ac.uk.
If you have any specific enquiries about your online application please contact Sarah
Simpson S.L.Simpson@leeds.ac.uk telephone +44 (0)113 343 1889
Job Ref:
MHIME1011
Closing Date:
9 January 2015
Purpose of the Role
To provide high level clerical and administrative support (including budget monitoring) to the EU
Framework 7 Learning Layers project team based in LIME.
Main areas of responsibility
Support for meetings and workshops

Arrange the local project meetings (including the monthly Steering Group meetings and the
quarterly Finance Group meetings), booking facilities, preparing and sending out papers
and taking and distributing minutes promptly

Provide support for the organisation and delivery of project workshops – identifying suitable
venues, liaising with external organisations, preparing and sending out invites and
preliminary materials, venue and room bookings, preparing badges, manning the
registration desk, sending out follow-up material and collating responses

Organise and support any full Project Board meetings (attended by all EU partners) held at
Leeds – including supporting external visitors in arranging local accommodation and travel
as required, as well as routine meeting organisation tasks

Help organise and arrange fieldwork visits to local GP practices

Provide support as required to our project partners when they visit Leeds, including support
in finding accommodation and making travel arrangements within the UK
Communication

Contribute to the updating of information on the project website(s) and shared
documentation repositories as required. Currently the project uses WordPress, semantic
wiki, Google documents and GoogleDrive as the main tools to support the sharing of
information between project partners. You will be supported in learning how to use these
tools if you are not already familiar with them.

Work with the LIME project team and the CSU to produce and disseminate information
about the project – including the quarterly newsletter, articles for other newsletters, posters
and general project information.

Receiving and dealing with telephone calls and emails (to the generic project email
address) in a polite and professional manner, redirecting or taking messages as appropriate
and using initiative to deal with enquiries where appropriate.

Maintain and update the mailing list for the Learning Layers healthcare newsletter

Maintain and update the list and details of healthcare stakeholders (individuals,
organisations) and events that the LIME team has engaged with during the project

Maintain and update the list of dissemination activities (those undertaken and those
planned) by the Leeds project team
Finance – Purchasing
This will involve working with the Faculty Purchasing Department and Faculty Finance.

Make travel arrangements for both national and international travel by the project team

Process claims for travel expenses

Set up purchase orders in the SIPR or Science Warehouse systems (training can be
provided if you are not already familiar with these systems), as requested by the Project
Manager

Manage the goods receipting of orders

Monitor payment of invoices
Finance – Record keeping and reporting
This will involve working closely with the Faculty Research Finance team, the European Office (in
the University of Leeds) and the Learning Layers Project Administrators (CIMNE), as well as the
Project Manager.

Review the current system for recording our project expenditure, revise if necessary.

Regularly (quarterly) reconcile our own records against the accounts provided by the
European Office from KRISTAL, identifying any discrepancies or issues and bringing these
to the attention of the Project Manager

Produce quarterly budget reports for the Project Manager (based on the KRISTAL reports
and your reconciliation)

Work with the project administrators (CIMNE), Project Manager and University of Leeds
European Office to ensure you are familiar with the record keeping, reporting and auditing
requirements for the project

Review the current record keeping processes and procedures which will ensure that the
required records are kept and revise these if required

Support project staff in keeping relevant records (such as timesheets) and submitting them
to the project administrators when required

Support the European Office and Faculty Research Finance Office in preparing the annual
financial reports that need to be sent to the Project Administrators

Support the European Office and Faculty Research Finance Office to prepare the financial
information required for the project audits

Manage queries relating to project finance and liaise with the Project Manager, Project
Administrators (CIMNE), Faculty Research Finance Office, the European Office at the
University of Leeds and other stakeholders as necessary
Other

Contribute to the development of good office systems (including electronic and paper-based
filing systems); making recommendations for changes and implementing changes were
appropriate.

The role may also involve some transcription of audio recordings and proof reading

Ensure you have a good understanding of Health and Safety issues as they relate to the
university and that your role is undertaken in accord with the University’s Health and Safety
policy
The above list is not exhaustive and you may be required to undertake other duties as may be
reasonably expected. Job descriptions are evaluated during annual review to ensure that they are
an accurate representation of the post.
Relationships
The post-holder is responsible to the Learning Layers Project Manager (Tamsin Treasure-Jones)
in the Leeds Institute of Medical Education, through whom he/she is accountable to the Head of
Institute, Professor Trudie Roberts, the Dean of the Medical School, Professor Paul Stewart and
ultimately the Dean of the Faculty, Professor Paul Stewart.
University Values
All staff are expected to operate in line with the university’s values and standards, which work as
an integral part of our strategy and set out the principles of how we work together. More
information about the university’s strategy and values is available at
http://www.leeds.ac.uk/comms/strategy/
Person Specification
Essential

Good general education with both GCSE English Language and Mathematics at Grade C or
above (or equivalent)

Very good IT skills with significant experience of using Microsoft Office Suite (Word, Excel,
Outlook & Powerpoint)

Experience of monitoring financial accounts and budgets

Evidence of high quality organisational skills (for example meeting and event organisation
and record keeping)

Experience of setting up and maintaining record keeping systems (both electronic and
paper-based)

Working knowledge of organising national/international travel

Experience of servicing groups and committees, including organising meetings, preparing
agendas and papers, producing minutes

Effective communication and interpersonal skills

Ability to develop and maintain good working relationships with a wide range of staff and
stakeholders

Evidence of an ability to manage own workload, including prioritisation and meeting tight
deadlines

Evidence of a high level of accuracy and attention to detail

Pro-active with a positive and flexible approach
Desirable

Experience of working in a project team

Experience of providing administrative support to large projects

Experience of producing newsletters and other promotional material

Knowledge of University procedures and systems (e.g. Purchasing/SIPR, Finance/SAP &
KRISTAL)

Knowledge of NHS organisational structures

Knowledge of EU Framework 7 financial and reporting requirements

Experience of using web-based collaborative working tools such as Semantic Wiki,
Googledocs, Wordpress, Skype and GoogleDrive

Experience of managing confidential information in an appropriate manner
Faculty Information
With more than 6,000 students, 1,600 staff and annual research income of £50m, the Faculty of
Medicine and Health at Leeds is bigger than some universities. Leeds has one of the largest
medical and bioscience research bases in the UK, and is an acknowledged world leader in cancer,
cardiovascular, psychiatric, genetic, musculo-skeletal and health services research. Treatments
developed in Leeds are transforming the lives of people around the world living with conditions
such as HIV, TB, diabetes and malaria.
The School of Medicine
The School of Medicine at the University of Leeds is a major international centre for research and
education. Our ambition is to improve health and reduce health inequalities, locally and globally,
through excellent scientific research and the translation of that research into healthcare practice,
and through the education of future scientific and clinical leaders who will advocate and practise
an evidence-based approach. Our major strategic aims are to:




Deliver outstanding research including basic discovery science through to applied health
research that makes a significant difference to health.
Produce exceptional graduates, clinicians, educators, doctoral and post-doctoral fellows
whose learning has been informed and inspired by our research excellence and who will
form the next generation of academic and clinical leaders.
Develop and support knowledge transfer activities that flow from our academic activities.
Create and maintain an efficient and sustainable environment for research and teaching
within an organisational culture and management style that enacts and supports the
university’s core values of community, inclusiveness, integrity and professionalism.
The School of Medicine is organised into seven Institutes. All are committed to high quality
research-led teaching, through their training of postgraduate research students, delivery of
postgraduate taught courses, and its leadership in undergraduate teaching. The School works
closely with the local NHS, having a number of jointly funded clinical posts to ensure this
relationship is effective and strong for both research and student education.
Leeds Institute of Cardiovascular and Metabolic Medicine (LICAMM), Director: Professor
Mark Kearney)
LICAMM integrates basic and clinical scientists with a common goal of understanding the
mechanisms underpinning common chronic diseases of human health and developing new
approaches to treating patients at an individual and population level. At the heart of LICAMMs
philosophy is a vibrant multidisciplinary approach to science that provides a platform to deliver
internationally competitive translational research and teaching in disorders including
cardiovascular disease, diabetes, cancer and neurodegenerative diseases) our key aim is to
improve the lives of our patients and the experience of our students.
Leeds Institute of Health Sciences (LIHS) Director: Professor Tim Ensor
LIHS delivers problem-driven research that supports decisions about the content or delivery of
healthcare. Our interdisciplinary approach incorporates expertise in applied health research
designs, health implementation sciences, social sciences, health economics, informatics and
statistics, as well as skills in communicating with basic scientists, policy makers, healthcare
providers, public and patients. We conduct research at the individual, population and
organisational level.
Leeds Institute of Medical Education (LIME) Director: Professor Trudie Roberts
LIME provides the administrative support, co-ordination and leadership for the School of
Medicine’s undergraduate medical degree, including admissions, curriculum development,
assessment, student support and clinical placement liaison. It provides the technology-enhanced
learning and innovation support for the School of Medicine. LIME also has a very active
scholarship programme of research and innovation in medical education and uses its expertise to
influence medical education policy and practice nationally and internationally. To achieve this it
works with a range of stakeholders including the academic community, the profession, the public,
regulators and policy makers.
The Leeds Institute of Cancer and Pathology (LICAP) Director: Professor Tim Bishop
The Leeds Institute of Cancer Studies and Pathology addresses both laboratory-based and clinical
research into cancer with a major focus on translational science. LICAP is one of the largest
cancer Institutes in the country and has major financial support from the cancer charities. The
laboratories and clinical research are all based on the St James’s site with laboratory activities
being located in the Wellcome Trust Brenner Building and adjacent buildings while the clinical
work is based within Bexley Wing. The Institute consists of seven Sections with the following
interests:
Leeds Institute of Biomedical & Clinical Sciences (LIBACS) Director: Professor Philip
Hopkins
LIBACS undertakes clinically-driven research from the level of the gene through cellular, tissue
and organ to clinical trials. Our vision is to develop a sustainable centre of excellence for the
advancement of patient care by translating research results into clinical practise and contributing
to medical education at undergraduate and postgraduate levels. Our research interests are
encapsulated in 6 clinical themes (Gastrointestinal inflammation & tumorigenesis, Genetic
disorders, Infection & immunity, Neuroscience, Perinatal medicine, Perioperative outcomes &
technologies) underpinned by 4 generic science technology strands (Animal models, Cell biology,
Gene regulations & Genomics). We are based predominantly at the St James’s University Hospital
site.
Leeds Institute of Rheumatic and Musculoskeletal Medicine (LIRMM), Director: Professor
Paul Emery
LIRMM is dedicated to improving diagnosis, therapy, intervention and outcome across the
spectrum of rheumatic and musculoskeletal medicine. It boasts a dynamic portfolio of research
and education, delivering wide-ranging clinical, translational and basic research across five
Sections: Clinical Musculoskeletal Medicine, Experimental Musculoskeletal Medicine, Clinical
Biomechanics and Physical Medicine, Rehabilitation Medicine and Orthopaedics. A multidisciplinary approach is the core of our activities, with significant interdisciplinary links between
Experimental and Clinical research. LIRMM’s clinical activities are focussed at Chapel Allerton
Hospital, which is also base for our NIHR Musculoskeletal Biomedical Research Unit (LMBRU)
and our basic sciences at St James’s University Hospital.
Leeds Institute of Clinical Trials Research (LICTR) Director: Professor Julia Brown
LICTR delivers innovative design, delivery and knowledge transfer in clinical trials research. Our
multidisciplinary approach, in collaboration with basic scientists, clinicians, policy makers,
healthcare providers, public and patients and University colleagues, delivers internationally
competitive research and teaching that makes a significant contribution to the evidence base for
healthcare delivery. The Institutes research is conducted through the Clinical Trials Research Unit
where we have expertise in design and conduct of complex clinical trials incorporating novel
designs to evaluate CTIMPs, complex interventions, diagnostics, medical devices and surgery.
St James’s University Hospital Campus Infrastructure and Facilities (SCIF) Director:
Professor Pam Jones
This group covers activities that cover School of Medicine functions for Institutes at St James’s
University Hospital that span more than one institute including biomedical research facilities,
student education, IT, health and safety, estates, seminars, PGR studentships and business
support functions. These functions help support the 5 adjacent buildings on the site.
There are 3 Institutes with staff and students at St James’s: LICAP (Leeds Institute of Cancer
studies and Pathology), LIBACS (Leeds Institute of Biomedical and Clinical Sciences), LIRMM
(Leeds Institute of Rheumatic and Musculoskeletal Medicine). These three institutes are
dedicated to basic, translational, clinical and health research integrated with student education.
Additional Information
Terms and Conditions
Details of the terms and conditions of employment for all staff at the university, including
information on pensions and benefits, are available on the Human Resources web pages
accessible via the links on the right hand side, or at http://hr.leeds.ac.uk/policies
University Teaching and Research Award
The Senate of the University has agreed that all newly appointed staff with a contract of 0.5 FTE
and above who have a teaching/ research role and are deemed new to teaching or research in
Higher Education should be required to complete successfully all of the requirements of the
University of Leeds Teaching and Research or an appropriate alternative. Whether or not this
applies to you will be decided as part of the appointment procedure at interview.
Further details of the ULTRA are available at http://www.sddu.leeds.ac.uk/sddu-ultra.html.
Staff with contracts of less than 0.5 FTE may take the ULTRA provided that they have a broad
enough range of teaching, research and assessment to complete the requirements of the
Programme: this will be decided in conjunction with the School and the course providers.
Disclosure and Barring Service checks
A Disclosure and Barring Service (DBS) Check is not required for this position. However,
applicants who have unspent convictions must indicate this in the ‘other personal details’ section
of the application form and send details to the Recruitment Officer
Disabled Applicants
The post is located in the Worsley Building. Disabled applicants wishing to review access to the
building are invited to contact the department direct. Additional information may be sought from
the Recruitment Officer, email disclosure@leeds.ac.uk or tel + 44 (0)113 343 1723.
Disabled applicants are not obliged to inform employers of their disability but will still be covered
by the Equality Act once their disability becomes known.
Further information for applicants with disabilities, impairments or health conditions is
available in the applicant guidance.