Job Description
Job title:
BIRD Administrator
Department/Faculty:
BIRD, Pharmacy & Pharmacology, Faculty of Science
Grade:
4
Location:
BIRD, 1 Trim Bridge, Bath
Purpose of the job:
The candidates’ primary role is to work with the Executive Director to provide comprehensive,
accurate and timely support for BIRD’s educational programme and related activities,
including the Bath GP Education and Research Trust (BGPERT).
The postholder will also form part of the BIRD (and BGPERT) administrative team, providing
support to BIRD staff and collaborators working in the BIRD building, ensuring that services
are efficient, effective and adapt to changing circumstances.
This is a busy and varied role with daily communication with BIRD’s research and laboratory
staff, RNHRD NHS Foundation Trust staff, academics, BGPERT’s GP Educators, GPs and
other health professionals, and suppliers. BIRD also receives visitors from a variety of
organisations and occasionally there is a small amount of contact with members of the
general public, some of whom may be patients. The postholder will need to have excellent
organisational skills, demonstrate a good use of initiative and have the ability to multi-task
and prioritise. In performing these duties there is a need for discretion and confidentiality, as
well as a need to be able to establish effective working relationships and to present a positive
image of the Institute to outside organisations and their representatives.
Source and nature of management provided
Executive Director
Staff management responsibility
Supervisory responsibility for the BIRD Administrative Assistant.
Duties and Responsibilities:
To provide support to BIRD in the execution of the following duties:
1
BIRD educational activities.
With support and guidance from the Executive Director:
2
a.
Liaison with collaborators and speakers to agree dates, title etc
b.
Applying for accreditation from the relevant body where appropriate.
BIRD and BGPERT educational activities.
With support and guidance from the Executive Director:
a.
Booking venues, catering and where required, IT equipment.
b.
Writing and emailing out invitations.
c.
Liaison with sponsors to secure funding for events.
d.
Taking bookings for events by phone and email, sending out reminders, and
compiling supporting documentation e.g. evaluation forms and registers.
e.
Providing support for events, e.g., preparing rooms, setting up IT, supporting
registration, etc.
f.
Processing evaluations forms and registers after events.
g.
Responding to email and phone enquiries about events.
h.
Maintaining records of events, e.g., number attending, costs, sponsorship
etc.
i.
Preparing reports about the education programme, e.g., the number of
attendees at each event.
j.
Updating the BIRD and BGPERT websites by emailing details of events to
the web pages editor.
k.
Maintaining the BGPERT database by e.g., ensuring accuracy of
membership records, adding new events.
l.
Responding to general email and phone enquiries from BGPERT members.
m. Liaison with other members of the BIRD and BGPERT teams as is required
to ensure continuity of service.
n.
3
Liaison with the BGPERT Educational Coordinators, eg to obtain missing
information such as the start time.
Support for BIRD
The post holder will provide administrative support for BIRD, contribute to the
work of the administrative team, and assist the Executive Director with discrete
tasks as necessary. This will involve:
a.
Photocopying, collation and circulation of papers for a range of meetings
and events.
b.
Assisting with the follow-up actions after administration team meetings.
c.
Interrogating various Access databases.
d.
Preparation and despatch of emails and hard copy correspondence.
e.
Ordering consumables, e.g., stationery (not laboratory consumables), and
liaising with the suppliers.
f.
Updating the BIRD website by emailing the web pages editor.
g.
Building and infrastructure maintenance e.g., reporting faults, weekly tests
of the fire alarms, daily server backup tapes, obtaining estimates for work as
guided by the Executive Director.
h.
Arranging meetings for BIRD staff including refreshments. These may
include meetings within BIRD and meetings held outside BIRD.
i.
Servicing meetings in the Hale Room, e.g., setting tea and coffee making
items, clearing up afterwards, etc
j.
Liaison with other BIRD staff including other administrators, researchers,
health professionals and laboratory staff.
k.
Liaison with staff from the Royal National Hospital for Rheumatic Diseases
(RNHRD) and other organizations as required.
l.
Supporting BIRD’s reception, e.g. answering the phone and transferring
calls or taking messages, greeting visitors, handling incoming and outgoing
mail and deliveries, maintaining internal phone directories, etc.
m. Supporting other members of the team generally, e.g., by taking messages,
covering email during sickness absence and holidays.
4
Supervisory role
With support and guidance from the Executive Director the postholder will provide
supervisory support for BIRD’s Administrative Assistant. This will involve:
i.
Providing training and guidance in BIRD and BGPERT’s systems and
processes as required ensuring the postholder is able to use them
appropriately.
ii.
Providing training in, and promoting understanding of, BIRD’s policies as
required.
iii.
Pro-actively and sensitively providing support and guidance on a routine
basis.
iv.
Developing the Administrative Assistant’s skills to enhance service
provision. This may involve contributing to recruitment and selection,
induction, appraisal, performance management, capability etc.
The postholder will, from time to time, be required to undertake other duties of a similar
nature as may reasonably be required by his/her line manager.
The post is based in BIRD and there may be occasions when the postholder’s role and skill
set may be required elsewhere, usually within Bath, so flexibility will be essential. Expenses
incurred in work-related travel are reimbursed.
Person Specification
Criteria
Essential
Desirable
Assessed by
App form
Interview
Test
Qualifications
Educated to GCSE level or equivalent
(including English Language and
Mathematics)
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Qualifications in administration
Experience & Knowledge
Administrative or secretarial experience
working in a busy environment.
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Experience of working within the health
and or research sector
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Experience of liaison with organisations
and people outside own working area
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Computer literate, specifically Microsoft
Office packages including spreadsheets
and access
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Experience of using email including
attachments, distribution lists etc
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Experience of working with computerised
database systems, and of maintaining
clear and accurate records
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Excellent IT skills including email, word
processing and spreadsheet packages
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Good organisational skills
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Ability to communicate effectively and
professionally with a variety of people
and develop good working relationships
both internally and externally
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Able to use experience to help, develop,
and support others
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Experience of supporting, supervising
and training other staff
Evidence of effective team working
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Skills
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The ability to use tact, persuasion and
negotiating skills
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Good written and oral communication
skills, both verbal, including the
telephone, and written
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Information management skills including
a high level of accuracy and attention to
detail
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Analytical skills for problem solving
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Capacity to manage and prioritise a high
workload, on own initiative and often
working to tight deadlines.
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Ability to work effectively as a member of
a team and as a lone worker
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Able to demonstrate discretion and
confidentiality
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Criteria
Essential
Desirable
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Assessed by
App form
Interview
Attributes
Capacity for autonomous working as well
as the ability to contribute as an active
member of the team within the
organisation.
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Competent, conscientious and motivated
with a methodical approach to work
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Adaptable and flexible, with the ability to
learn new skills quickly
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Ability to organise and prioritise work
effectively
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Ability to help organise and prioritise the
work of others
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Ability to share skills and knowledge with
others effectively
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Customer focused, with a friendly and
helpful attitude
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Ability to work in a confidential
environment
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Code: A/F – Application form, I – Interview, T – Test
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Test