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Research Administrator - Mood Disorders Group

Reporting to the Principal Investigator, the post holder will be responsible for organising, checking and maintaining hard copy data and electronic databases to a high standard, and dealing with day to day enquiries through the management of the research groupís shared patient email account and telephone line.

The post holder will supply full administrative support to the Principal Investigator and the academic staff within the research group. Such duties will include assisting with the administration of publication submissions, funding applications and other research outputs, such as conference presentations, in addition to purchasing, organising travel, processing claims and arranging and minuting meetings.

The post will involve confidentiality, strict adherence to research ethics and governance protocols, and requires the ability to deal sensitively with enquiries by using initiative and sound judgement. The post holder will be required to be a fully integrated research group member and therefore should be interested in research into adult mental illness, and be willing to develop an understanding of the research programmes and to display empathy and discretion towards the participants involved.

The post holder will be working on large-scale research programmes within an established research group and therefore high levels of competence in prioritising, co-ordinating, communication, team working, multi-tasking, decision-making, forward planning, editing and proof-reading are essential. The post requires an awareness of deadlines and an ability to meet these within the context of a demanding role.

Maintaining effective liaison with research participants and external collaborators at other higher education institutions and within the NHS and third sector organisations, and with all departments within the University and interacting effectively with all levels of staff, research students and associate staff members are key to this post.

*Hours of work:

Full time hours are 37 hours a week, Monday to Friday. If you wish to be considered for part time hours, please specify on your application form the number of hours you would prefer.

In the supporting statement of your application form please give evidence to demonstrate how you meet the essential criteria listed in the person specification; you are advised to address each item on the person specification in turn and give specific examples of activities you have undertaken.



Closing date: Sunday 14 Jan 2018

Reference number: IHS1722 - 3475

Job details

Job details

Band 4 £18,776 - £20,989 a year, with opportunity to progress to £22,214 a year
Hours of work: Full time hours are 37 hours a week, Monday to Friday. If you wish to be considered for part time hours, please specify on your application form the number of hours you would prefer.
As soon as possible
Responsible to
Professor of Psychological medicine and Principal Investigator
Responsible for
Interview date
Interview date to be confirmed

Institute of Health and Society

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Dr Jan Quallington, Head of Institute



The Mood Disorders Research Group (MDRG) conducts large-scale research into the causes of bipolar affective disorder and related psychiatric disorders, with over 7000 active participants from throughout the UK.

The post holder will be responsible for providing administrative support to the Group and will work closely with members of the MDRG to ensure the smooth-running of patient recruitment and data management.

Main duties

Main duties

1. To act as the first point of contact for queries from a variety of sources (research participants, healthcare professionals, research collaborators), and to filter these accordingly, and prioritise, respond and redirect as necessary in a timely manner.

2. To be responsible for and manage the Mood Disorders Research Group participant email account and telephone line.

3. To be responsible for the administration of all data relating to research participants, ensuring it is correctly coded and entered onto the research databases. This will involve becoming familiar with the research groupís Access databases and electronic systems for uploading data and running data queries.

4. To be responsible for organising and maintaining hard copy data and electronic databases to a high standard, in a secure and confidential way in line with research ethics and governance protocols.

5. Perform regular systematic integrity checks on the research databases to ensure the data are clean and accurate for analysis and data queries.

6. To be responsible for co-ordinating mailshots, e.g. annual research newsletter to research participants and healthcare professionals and to contribute to the production of public-facing newsletters, leaflets etc.

7. To administer the research groupís Safety Policy for Research Interviewers. Researchers will notify the post holder of the scheduled time/place of their interview and will contact the post holder before/after the interview. If they fail to contact the post holder at the agreed times a written safety procedure must be followed. Some interviews will take place outside of normal working hours, although the post holder can delegate responsibility for interviews if being contacted outside working hours is difficult.

8. To be responsible for ensuring the adequate supply of research materials, stationery, blood taking equipment, etc.

9. To participate in regular team meetings by presenting administrative and data management issues and taking meeting minutes. Some meetings will involve research collaborators from other universities and will require travel to other sites in the UK. The post holder will be required to plan and organise meetings and away days.

10. To be responsible for supporting all members of the research group with general administrative tasks.

11. To represent the University and Research Group well at all times.

12. To continue to develop and expand research administration skills and experience.

13. To carry out any other duties appropriate to the grade and role required by the Principal Investigator.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.



Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1. Educated to A level standard with GCSE in English and Maths, or equivalent.

2. Interest in research into adult mental illness.

3. Strong organisational skills and time management skills.

4. Intelligent and critical attention to detail, including high standards of accuracy.

5. Excellent written and verbal communication skills, proven ability to convey information which may require careful explanation or interpretation in a clear accurate and sensitive manner.

6. Excellent interpersonal skills and ability to deal with confidential and sensitive issues in a discreet, tactful and effective manner.

7. Proven ability to develop and maintain effective administrative systems.

8. Excellent IT skills with expertise in Microsoft Office applications, in particular Access and Excel, Word and Outlook.

9. Experience of maintaining and using electronic databases in particular Access and Excel.

10. Willingness and ability to work independently and autonomously and to use own initiative, as well as being a positive and proactive team member.

11. A flexible and willing attitude to being part of a multidisciplinary team.

12. To be able to plan and prioritise own workload effectively, and timetable tasks to meet strict deadlines.

13. Willingness and aptitude to engage in professional development, including learning new knowledge and skills.

14. Confidence to liaise with research participants and external collaborators at other higher education institutions and within the NHS and third sector organisations, and with all departments and levels of staff and research students within the University.

Desirable Criteria

1. Previous experience of research administration, particularly clinical research would be an advantage.

2. Knowledge and understanding of clinical research ethics and governance procedures.

Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at .

Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.



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