Faculty of Medicine and Health
School of Medicine
Leeds Institute of Clinical Trials Research
Clinical Trials Research Unit
Business Management Administrator
Full time – 35 hours per week
The Leeds Institute of Clinical Trials Research (LICTR) is seeking an experienced administrator and
Receptionist to join its Business Management Team. You will be an enthusiastic motivated individual with
key skills of organisation, communication and problem solving. In addition you will be an adept user of
Microsoft Office, Word, Excel and Outlook Email.
The LICTR Business Management Team provides administrative support to the Institute and the Business
Management Administrator will provide a front line administrative support service to the Institute’s 180 staff
and visitors. You will also provide administrative business support in human resources, finance, purchasing
and estates management.
You will be a team player who also has the ability to work independently using your own initiative and will
work with colleagues to ensure Reception is staffed between the hours of 8.45am and 5pm. It is anticipated
the BM Administrator will spend time working on Reception as well as completing other administrative
duties not related to the front line Reception role.
This role represents an exciting opportunity for you to make a real contribution to the effective running of
the Institute.
This post is available on an open ended basis with fixed funding which is currently confirmed for 3
years in the first instance.
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 4 (£18,212 – £20,989 p.a.) depending on qualifications and experience
Informal enquiries regarding the post should be directed to Tom St. David-Smith, email;
medths@leeds.ac.uk or tel. + 44 (0) 113 343 8759
If you have any specific enquiries about your online application please contact
ctrujobs@leeds.ac.uk tel: +44 (0) 113 343 1477
Job Ref:
MHCTR1039
Closing Date: 29th January 2016
Job Description
You will be responsible for:
Assisting the Business Manager, Senior Receptionist and Senior Secretary in providing front line Reception
cover and comprehensive human resources, purchasing, business management and estates administrative
support services to the Leeds Institute of Clinical Trials Research.
Main duties and responsibilities

Undertake general office duties such as: photocopying, scanning, typing, filing and visitor hospitality.

Communicate effectively and take initiative to solve problems and work co-operatively with others.

Be responsible for planning and prioritising own work on a day to day basis.

Adhere to University health and safety regulations and guidance and operate in a manner that
minimises risk to self and others.

Manage travel and accommodation arrangements, including booking staff onto conference and training
days, for all LICTR staff and associated colleagues and visitors. This includes arranging complex
overseas travel itineraries.

Manage the Institute’s archiving ensuring that the correct procedures are adhered to and liaising with
trial Principal Investigators to ensure proper disposal at the end of the archived period.

Arrange the Institute’s monthly staff meeting ensuring that all presentations are complete and that
rooms, external speakers and catering are booked.

Take notes for internal and external meetings, including organising catering, venue organising and
associated facilities and support applicants during the interview process.

Provide ongoing training and support to Reception staff and prioritise workloads for the Receptionist
and staff covering Reception.

Design, maintain and manage an effective method for keeping track of complex purchasing orders,
including framework orders.

Responsibility for the LICTRs purchasing and procurement systems, in association with Faculty and
University Purchasing Offices, acting as an initiator on the purchasing system.

Input into team meetings to agree the direction, objectives and procedures relating to the business
management team operations and ways of improving current working practices.

Share knowledge and expertise on systems and/or processes with the rest of LICTR.

Be responsible for providing comprehensive front desk Receptionist service to LICTR, including
arrangement of cover, between 8:45am and 5pm.

Processing and distribution of incoming and outgoing mail including handling confidential documents.

Provide a first line purchasing service for LICTR, initiating requisitions via SIPR and Science
Warehouse, receiving goods and recording receipt on the SAP system. This will include liaising with
faculty purchasing and suppliers to set up new vendors for the Institute as is necessary and running
regular reports to ensure that university financial procedures are adhered to.

Manage all stationery and other office supplies; to include stock control and ordering.

Ensure that general office equipment (photocopier, fax, etc.) is operable and be the first point of contact
for suppliers and engineers and have responsibility for reporting any faults to the University estates
team.

Assisting with the day to day maintenance of the Institute’s premises, in association with University
Estates and having responsibility for fault reporting and monitoring.

Design and maintain a log to ensure that correct account codes are charged with expenditure and that
any orders that can be reclaimed from an external source are not missed.

Be responsible for providing an initial contact for members of staff requiring First Aid assistance.

Managing the creation and maintenance of in-house training guidelines for all part-time and full-time
Reception staff.

Assist in managing the Institute’s human resources systems, in association with Faculty and University
Human Resources Departments (e.g. preparing paperwork, pro forma).

Assist with Recruitment and Selection working with University recruitment systems and managing
interview days and candidates, adhering to current Recruitment and Selection processes.

Work largely in an independent capacity without supervision.
Other duties may be assigned by the Business Manager, as appropriate to this role.
Relationships
The post-holder is responsible to the Business Manager in the Leeds Institute of Clinical Trials Research,
through whom he/she is accountable to the Head of Institute, Professor Julia Brown, and ultimately the
Dean of the Medical School and 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

Previous experience working in a busy Reception or administrative role with
supervisory/management responsibilities

Experience using Microsoft applications such as Word, Office and Excel

Good organisational skills with previous experience organising large meetings

Effective communication and interpersonal skills

Demonstrate initiative providing a flexible, ‘can do’ customer focussed approach

Proven ability to work effectively as part of a team

Evidence of an ability to prioritise and meet tight deadlines

Evidence of working to a high level of accuracy and with attention to detail

Experience of managing confidential information in an appropriate manner

Evidence of ability to work under own supervision

Ability to develop and maintain effective working relationships
Desirable

OCR, (RSA) level 1 & level 2 qualifications

Experience in training others

Experience of University administration procedures

Experience of relevant University systems
Further Information
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:

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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 LICAMM’s 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 Studies 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
LIBCS 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 multi-disciplinary 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.
Clinical Trials Research Unit (CTRU)
The CTRU is a National Cancer Research Institute (NCRI) accredited and UKCRC Registered Clinical
Trials Unit. It has a national and international reputation for the design and delivery of innovative, complex,
and rigorous multi-centre early to late phase clinical trials. The CTRU provides multi-disciplinary academic
leadership with input to all aspects of trials activity, including statistical design, protocol development,
randomisation, development of outcome measures, data management, logistical issues, statistical analysis,
interpretation of results and publication. Both the CTRU’s track record in conducting innovative, complex
clinical trials and its associated methodological research (efficient trial design and analysis, novel outcome
measures and patient reported outcomes, electronic data capture) inform the academic development of this
specialised field of clinical research on a national and international level. The CTRU particularly specialise
in efficient phase 1/2 trials, biomarker driven designs, seamless phase2/3 designs, adaptive designs and
development and evaluation of complex interventions.
The CTRU is organised into three divisions Cancer, Complex Interventions, Comprehensive) underpinned
by a cross cutting methodology division, within which the portfolios reflect both national priorities and
strengths in Leeds:

Cancer Research Division - Co Directors Prof Julia Brown & Prof Walter Gregory
- Solid Tumours Portfolio
- Haematological Oncology Portfolio
- Psychosocial Portfolio
- Early Phase Trial Portfolio

Complex Interventions Division - Director Prof Amanda Farrin
- Mental Health Portfolio
- Diet and Obesity Portfolio
- Older People Portfolio
- Stroke Portfolio
- Complex Interventions Portfolio

Comprehensive Health Research Division – Director Prof Linda Sharples
- Cardiovascular Portfolio
- Musculoskeletal Portfolio
- Oral Health Portfolio
- Skin Portfolio

Methodology Division - Directors Profs Gregory, Brown, Farrin, Nixon, Sharples
- Statistical Methodology
- Efficient trial design
- Outcome development
- Complex intervention development & evaluation
- Data capture
The CTRU is currently undertaking approximately 100 trials/studies including methodological studies that
underpin scientific rigour in our trial design and analysis. The CTRU has approximately 140 staff members
and grant income is approximately £5 million per annum. Grants have been achieved from a variety of
funders: NIHR, MRC, Cancer Research UK, BHF, ARUK, Wellcome, LRF, EORTC, European Union
Biomed Programme and a variety of Pharma companies.
Enterprise and Knowledge Transfer
National Networks
LICTR hosts and provides the leadership for the UKCRC Registered Clinical Trials Unit Network and the
NIHR Trial Managers Network.
Research Design Service
LICTR provides the academic leadership for the Leeds hub of the NIHR Yorkshire and Humber Research
Design Service and provides research design advice and consultancy through the RDS.
Teaching
LICTR is committed to high quality research-led teaching and provides training of postgraduate research
students and delivery of postgraduate taught courses.
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: LICP (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
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 Leeds Institute of Clinical Trials Research. 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.