Internal Applicants Only - Executive Officer

at  Cardiff University

QUALIFICATIONS AND EDUCATION

1. Degree/NVQ 4 or equivalent Professional membership/experience Knowledge, Skills and Experience
2. Substantial experience of working in an administrative role with a professional environment
3. Able to demonstrate professional knowledge to give advice and guidance to internal and external customers
4. Ability to set up standard office systems and procedures and make improvements as appropriate Customer

** JOB DESCRIPTION CONTINUED …

• Liaise with researchers and their relevant research offices within the College to ensure promotion of new grant awards to other members of the ECMC Network.
• Plan and deliver specific projects and events, coordinating and supervising project teams created as needed.
• Ensure that the ECMC engagement and branding strategies are implemented within the agreed terms set out by Cardiff University and local health boards.

JOB PURPOSE

Establish collaborative working with key stakeholders within the Cardiff Experimental Cancer Medicine Centre (ECMC). Develop and maintain appropriate communication links on a local level with universities, NHS Trusts, cancer networks, charities, patient and public groups and on a national level with the wider ECMC network, government and Industry collaborators to support the developing ECMC project portfolio of early phase trials and translational.
Manage administrative staff within the ECMC Office monitoring workloads, managing relationships and general line management duties.

KEY DUTIES

• Manage the budget of the ECMC, ensuring that expenditure is in line with terms and conditions of the grant award, reporting progress to senior team.
• Liaise with the finance contacts within the relevant departments to ensure that development funding expenditure is accurate and within the agreed grant award.
• Liaise with Cardiff University’s Research and Innovation Services and Cancer Research UK regarding ECMC queries on expenditure and timelines.
• Assist the ECMC Co-Leads and Deputy Lead in ensuring that all reporting and financial requirements of the ECMC funders and University are met.
• Provide oversight of administrative functions which support research programmes within the Cardiff ECMC.
• Co-ordinate Patient and Public Involvement activities. Liaise with the Academic and Lay Patient and Public Involvement Leads to review PPI strategy.
• Maintain existing systems and procedures for the operation of the ECMC and co-operation and communication across the partner institutions, co-ordinating activities and ensuring effective and efficient delivery of all ECMC projects.
• Develop effective working relationships and links with similar post holders within the College and wider University to foster good working relationships and effective communication of the ECMC Strategy.
• Ensure networking with other UK ECMC Centres.
• Raise the profile of cancer research in Cardiff and beyond with a wide range of internal and external stakeholders. Promote cancer research events across the Wales Cancer Partnership.
• Provide professional communication, signposting and guidance to researchers from within the ECMC on applying for cancer research funding through different funding schemes. Explain processes and procedures to stakeholders, using judgement and creativity to identify best communication methods.
• Take responsibility for resolving issues independently within the ECMC where they fall within set role objectives.
• Responsible for all queries received for the ECMC and acting as a key point of contact for visitors, answering queries or referring on as appropriate.
• Liaise with internal and external stakeholders to ensure that requirements are met, fielding out high level queries/information requests and ensuring that business relationships are maintained.
• Provide professional support to ECMC’s committees, including preparation of agendas, papers, minute-taking, generation and circulation of action lists.
• Administratively support ECMC training and/or professional development initiatives.
• Further develop and promote communication tools which are appropriate for internal and external use, including social media, events and publicity materials.
• Actively engage with researchers to ensure that all relevant publications are communicated through the ECMC Newsletter and social media.

GENERAL DUTIES

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Abide by University policies on Health and Safety and Equality and Diversity.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.
• Due to partnership working some flexibility with working hours maybe required.

HOW WE WILL SUPPORT YOU IN PERFORMING IN THIS ROLE –

There are some things that you must have before you can start this role (see ‘Essential Criteria’), but other things can be developed either through training, or just by general on-the-job experience. We want to support and develop you once you have started in the role using a combination of the following to get the best out of you:
1. Regular one-to-ones with your manager
2. An experienced and supportive team around you
3. Supporting you through job-relevant training and development that you may require
4. A mentoring scheme