FURTHER INFORMATION
Post title:
Personal Assistant / HR Administrator
Department/School:
Department of Oncology, School of Clinical Medicine
Grade/Salary/Role Type:
Grade 5 / £24,775 to £27,864 pro rata /Assistant role
Responsible to:
Business & Operations Manager, Department of Oncology
Role Purpose
The post holder provides administrative support to the Business & Operations Manager on a range
of matters including HR, information and external relations, committee servicing and ad-hoc
projects. The post holder will also take specific responsibility for undertaking the preparatory work
for HR documentation within the Department eg work permits, appointment forms, arranging advert
placement and preparation of further information documents etc.
Organisational Chart
Head of Department
Business & Operations
Manager (position ref:
94155)
X
1
PI on Level 4
Hutch building
Key duties and responsibilities
1
Administrative support for Business & Operations Manager
% time
spent/
frequency
25%
Provision of secretarial and administrative support, dealing with correspondence
and drafting responses, re-routing correspondence and calls as appropriate, and
maintaining a comprehensive filing system, maintaining diaries and scheduling
appointments.
Committee support including the preparation of draft agenda and minutes and
following up decisions by drafting letters relating to actions and communicating
with appropriate colleagues and groups.
Assisting with the preparation of papers and documents including researching,
collating and analysing personnel and other information on behalf of the
Business & Operations Manager.
Co-ordination and progression of reports and documents, involving collecting
drafts and making amendments in consultation with the Business & Operations
Manager and distribution of new versions.
Deputise for Business & Operations Manager at HR policy meetings as
appropriate.
2
HR Administration
55%
Provide administrative support to the Business & Operations Manager with all
aspects of Personnel administration:
Nominated individual to draft for submission to the Clinical School for
inclusion in RAS for the recruitment of new staff. Ensure that appropriate
funding is in place to fund the new post either by liaising with PI or
checking information on CUFS (grants module) and advise Business &
Operations Manager of any problems.
Collate candidate applications, when required, and distribute to
shortlisting panel as appropriate. Notify Clinical Recruitment which
candidates have been unsuccessful.
Organise interviews for potential employees, approve interview / travel
expenses for payment, request references, and obtain health clearance
for successful candidates. Ensure all selection criteria documentation
has been completed appropriately.
Draft certificate of sponsorship applications for approval by Business &
Operations Manager ensuring that appropriate supporting documentation
is in place. Provide advice to PIs on visa applications and stay up to date
with any changes in the requirements for visa applications.
Assist staff members with visa applications giving guidance as necessary
eg if transferring from one visa type to other, or informing them when
they can apply for indefinite leave to remain.
2
Manage and oversee the annual revision of right to work paperwork
required for staff with residence permits.
Draft extension paperwork for contract research staff. Check notification
of the ending of fixed term contracts from HR and liaise with PIs to
determine whether contracts should be extended or whether the ending
of fixed term procedures need to be started.
Manage and oversee the Research Passport process for all appropriate
Dept of Oncology, Cambridge University staff who are based in
Addenbrooke’s or handling patient data. This includes deciding the level
of RP required, liasing with the staff member, assisting with the
completion of the form by the staff member, collating all supporting
documentation, assisting with completion of CRB application forms (as
appropriate), arranging authorisation meeting with HR and Trust R&D to
ensure RP is authorised and given to individual. Monitor any extensions
required and submit paperwork as necessary.
Manage and oversee the accurate recording of annual leave requests
and monitoring periods of sickness leave. Provide advice and guidance
to staff on Departmental leave policy. Enter sickness absences into
CHRIS.
Initial contact for staff re advice all aspects of leave entitlement including
additional leave, e.g. maternity leave or unpaid leave.
Manage and oversee the Department’s appraisal procedures, ensuring
that appraisals are taking place, send out appropriate paperwork and
collate information for Departmental returns. Identify any areas of the
Department that are not carrying out appraisals and notify the Business &
Operations Manager so that mechanisms can be put in place to rectify
the situation. Also update CHRIS with relevant information to ensure that
HR are informed.
Administer Department’s probation administration including updating the
department’s database and CHRIS, notifying Business & Operations
Manager of completion of probationary periods. Draft and issue end of
probation confirmation letters.
Ensure new members of staff receive departmental welcome pack which
includes providing each staff with logon information to enable them to
collect their University passwords, information with regard to annual
leave and sickness procedures, University card application and next of
kin information form.
Ensure colleagues in the MRC, CRUK and NHS are aware of new
University employees who will be based in their buildings. Notify them of
any leavers.
Manage and update the Departmental next of kin database.
University card representative for Department responsible for approving
requests for new cards. Organising replacement and renewal cards for
3
staff members/academic visitors.
Manage the filing of all staff records, including archiving of all former staff
records and maintaining and updating the database so records can be
easily accessed.
Initial contact for Addenbrooke’s access card information and application
forms ensuring that staff obtain new and renewal cards as and when
necessary.
Department contact for BURST reports which monitor maternity leave,
monthly salary etc and check and act on them as appropriate.
Organise and manage all TES appointments within the department
including arranging interviews, if appropriate, and ensures PIs are aware
of the nine month maximum placement.
3
Hutchison Level 4 Secretary
5%
annually
Provision of secretarial and administrative support to the PI (and group) on Level
4 of the Hutchison Building who do not have dedicated secretarial help. This
could include drafting correspondence, arranging meetings, room bookings,
interviews for new staff.
4
Ad hoc tasks
15%
annually
Provision of Departmental data to internal and external bodies.
Undertake data collection for the Department’s continuity management plan.
Maintain and circulate monthly the Department’s internal telephone/e-mail
directory.
Responsible for the updating of the Department’s contact details in the
University telephone list.
Trained in iProcurement to enable role holder to support the Assistant
Administrator and Accounts team in periods of staff absence.
Secretary to Departmental Health & Safety Committee.
General office admin/housekeeping, such as shredding, maintaining the
departmental notice board and filing.
4
Person profile
Essential knowledge, skills and experience required for role
Education &
qualifications
General education including A’ Levels, also including GCSE English
and Mathematics.
Specialist knowledge &
skills
Excellent IT skills (RSA stage II) in word processing, spreadsheets,
databases and internet, and e-mail, visual presentations, diary
management.
Interpersonal &
communication skills
Interpersonal skills and good written communication.
Relevant experience
Ability to work under time pressure and prioritise own work to conflicting
deadlines.
Additional
requirements
Ability to work with extremely confidential and sensitive material and
with excellent attention to detail due to nature of work.
Needs to keep up-to-date with the University’s policies on HR
administration.
Summary of Terms & Conditions
Location:
Hutchison / MRC Research Centre, Box 197, Cambridge Biomedical
Campus, Hills Road, Cambridge, CB2 0XZ.
Limit of Tenure:
30 September 2015 in the first instance.
7.2 weeks (36 days) including bank holidays (pro-rated if part time).
Annual Leave:
Paid holiday entitlement will increase by one day after nine years'
unbroken service and thereafter by one additional day for each period
of three years' unbroken service up to a maximum of four additional
days after eighteen years' service.
Hours of work:
This appointment is part-time (22 hours per week to be worked over a
minimum of three days per week).
Pension:
Cambridge University Assistants' Contributory Pension Scheme (CPS).
5
Pension scheme information is available on our web pages at:
http://www.admin.cam.ac.uk/offices/pensions/schemes.html.
Probation:
6 months
HOW TO APPLY
To apply online for this vacancy and to view further information about the role, please visit:
http://www.jobs.cam.ac.uk/. This will take you to the role on the University’s Job
Opportunities pages. There you will need to click on the 'Apply online' button and register an
account with the University's Web Recruitment System (if you have not already) and log in
before completing the online application form.
Vicki Sparkes is responsible for recruitment to this position and can be contacted by email:
[email protected] or by telephone: 01223 763262.
Completed applications should be submitted no later than specified in the advert.
6
ADDITIONAL INFORMATION
Position: Personal Assistant / HR Administrator
School: Clinical Medicine
Department of Oncology
The Department of Oncology is a large and complex academic department in the School of Clinical
Medicine. It is primarily concerned with developing the field of translational cancer research, and
also provides clinical attachments for undergraduates, laboratory research opportunities and
training at postgraduate level.
The Department is now located in different sites across the Cambridge Biomedical Campus,
including: CRUK Cambridge Institute, Hutchison/MRC Research Centre, Strangeways Research
Laboratory, and embedded accommodation in Addenbrooke’s Hospital (R4, S4 and Cambridge
Breast Cancer Research Unit CBCRU). Consequently, it has close interactions with the NHS, MRC
and CRUK, particularly as these provide significant funding to the Department.
School of Clinical Medicine
The School of Clinical Medicine at the University of Cambridge (‘the Clinical School’) is one of the
UK’s leading medical schools.There are approximately 2200 staff and 750 medical and
postgraduate students in the School. The University has recently taken the decision to expand
medical student numbers by providing places for all successful pre-medical students. Annual
research grant income is circa £110 million per annum.
The aims of the School are:
1.1 To educate individuals who:
Are honest, caring, knowledgeable and competent and equipped to maintain good medical
practice
Show respect for their patients at all times
Are knowledgeable about the scientific basis of medicine, including its most recent
developments
Have excellent communication skills for use in the health care of diverse populations
Understand the importance of physical, psychological and social aspects of patient care
Possess a sound appreciation of ethical, legal and community issues
Are able to work effectively in multidisciplinary teams
Possess the capacity for inquiry and are prepared to continue learning, teaching, evaluation
and research throughout their careers and to prepare them fully for their roles as doctors.
1.2 To conduct internationally excellent peer reviewed basic, clinical and translational
research relating to a diverse range of medical conditions and treatments, with strategic
7
focus in the following areas:
Cancer Research
Cardio-Respiratory Medicine
Diabetes, Endocrinology and Metabolism
Epidemiology, Public Health and Primary Care
Genetics and Genetic Medicine
Haematological and Transplantation Medicine
Infection and Immunity
Neurosciences and Mental Health
Stem Cells and Regenerative Medicine
1.3 To underpin research with excellence in supporting disciplines and technologies such
as:
Structural Biology applied to Medicine
Cell Biology
Medical Imaging
Bioinformatics
1.4 To develop the careers of basic and clinical scientists in the above areas, through
initiatives such as:
The flagship MB/PhD Programme
Skills training for PhD students
Skills training for Postdoctoral Research Associates
Provision of protected research time for junior clinical academics
Support of fellowship applications, with appropriate mechanisms for assimilation into
established University posts.
1.5 To underpin the academic work of the School with excellence in administration and
support services.
Organisation of the School
The School of Clinical Medicine is headed by the Regius Professor of Physic comprises 12
Academic Departments of the University (Clinical Biochemistry, Haematology, Medical Genetics,
Medicine – including Anaesthesia, Obstetrics and Gynaecology, Oncology, Paediatrics, Public
Health and Primary Care, Psychiatry, Radiology, Surgery, Clinical Neurosciences which map onto
service delivery within the University Hospital and undergraduate and postgraduate clinical teaching
requirements. The MRC Epidemiology Unit, CRUK Cambridge Institute and the MRC Cancer Unit
transferred into the Clinical School during 2013 and augment the classical Departmental structure
as research departments in their own right.
Alongside departments, the School maintains a number of cross-departmental institutes to bring
together researchers with cognate interests. At present, there are three institutes: Cambridge
Institute for Medical Research, Institute of Metabolic Sciences, and Institute of Public Health, with a
8
fourth planned in Cardio-Respiratory Medical Research. The Cambridge Cancer Centre, supported
by CRUK Core Award also provides cross-departmental leadership in cancer research.
The School office provides centralised professional services for the School, located on the campus,
in addition to departmentally based support.
Excellence in Partnership
The Clinical School is a member of Cambridge University Health Partners (CUHP). CUHP is one of
only five Academic Health Science Centres in England recognised by the Department of Health as
internationally competitive centres of excellence in the integrated delivery of health care, health
research and the education of health professionals. CUHP is a partnership between the University
of Cambridge, Cambridge University Hospitals NHS Foundation Trust (the main acute trust for
Cambridge), Papworth Hospital NHS Foundation Trust (a specialist Cardio-Thoracic Trust) and the
Cambridgeshire and Peterborough NHS Foundation Trust (the regional Trust responsible for Mental
Health).
The Campus is also home to the Medical Research Council’s Laboratory of Molecular Biology (10
Nobel Prizes) and other smaller intramural units and the GlaxoSmithKline Clinical Research
Facility. Astra Zenca will be re-locating its Headquarters to the Campus in 2015-17 Together, the
partners are intending to double the size of the Cambridge Biomedical Campus by 2020.
Notwithstanding the exciting opportunities arising from the expansion of the Campus and being part
of an internationally leading University, the School prides itself on being a supportive and
collaborative place to work. We are committed to helping to develop the careers of our staff and
students and strive though our Athena Swan Initiative to be particularly attentive to equalities of
opportunity.
University of Cambridge
The University of Cambridge (http://www.cam.ac.uk/ )is one of the world’s leading universities with
an outstanding reputation for academic achievement and research. The University comprises 31
Colleges and more than 150 departments, faculties, schools and other institutions plus a central
administration function.
Unified Administrative Service (UAS)is the university’s central administrative function. Offices of
UAS are listed here http://www.admin.cam.ac.uk/offices/.
For maps of all university sites please follow this link: http://www.cam.ac.uk/map/ .
9
Benefits of working at University of Cambridge
There is a range of information which you may find helpful on the University’s website:
http://www.jobs.cam.ac.uk/. This includes applying for posts, working at the University and living in
Cambridge.
To find out more about the financial, personal and recreational benefits of working at the University
of Cambridge, click on headings on the final page of this documentto visit current university web
pages.
Pre-employment checks required
All applicants are legally required to demonstrate the right to work/permission to work in the
UK. The requirement for any higher level pre-employment checks is dependent on the role.
Any offer of employment will be conditional upon the satisfactory outcome of these checks
and whether an outcome is satisfactory will be determined by the University.
Pre-employment checks required for this post are evidence of right to work in the UK and an
occupational health clearance.
Equal Opportunities Information
The University of Cambridge is committed to a policy and practice which require that entry
into employment with the University and progression within employment be determined only
by personal merit and by the application of criteria which are related to the duties of each
particular appointment and the relevant stipend or salary structure. No applicant for an
appointment in the University, or member of staff once appointed, will be treated less
favourably than another on the grounds of sex, (including gender reassignment), marital
status, race, ethnic or national origin, colour, or disability. If any employee considers that he
or she is suffering from unequal treatment on grounds of sex (including gender
reassignment), marital status, race, ethnic or national origin, colour, or disability, he or she
may make a complaint which will be dealt with through the agreed procedures for dealing
with grievances.
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Information if you have a Disability
The University welcomes applications from individuals with disabilities. Our recruitment and
selection procedures follow best practice and comply with disability legislation.
The University is committed to ensuring that applicants with disabilities receive fair
treatment throughout the recruitment process. Adjustments will be made, wherever
reasonable to do so, to enable applicants to compete to the best of their ability and, if
successful, to assist them during their employment.
We encourage applicants to declare their disabilities in order that any special arrangements,
particularly for the selection process, can be accommodated. Applicants or employees can
declare a disability at any time.
Applicants wishing to discuss with or inform the University of any special arrangements
connected with their disability can contact, at any point in the recruitment process, Vicki
Sparkes who is responsible for recruitment to this position. Vick can be contacted by email
at [email protected] or by telephone on 01223 763262.
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