TITLE OF POST: Senior Administrator (General Practice & Primary Healthcare Research) 0.5 FTE
LOCATION: University of Limerick
REPORTS TO: Professor of General Practice & Professor of Primary Healthcare Research
CONTRACT TYPE: 11 Month Fixed Term
SALARY SCALE: €30,815 - €42,860 p.a. pro rata
JOB DESCRIPTION
Section 1: Job Context
1. Job Purpose
2. Key
Accountabilities
The purpose of this post is to provide high quality administrative support to
a number of research projects in the areas of General Practice & Primary
Healthcare
 Coordinate the procurement of basic stationery, equipment, stamps, etc.
– create Purchase Orders, process invoices etc.
 Support Research Ethics Committee applications
o Organise meetings / teleconferences with co-applicants /
collaborators
o Liaise with co-applicants / collaborators to ensure timely
collection / uploading of relevant documentation (e.g.
biographical details / CVs, agreement forms)
o Format application documentation consistently
o Prepare Proposal Authorisation Form
o Liaise with UL Finance, GEMS, Risk, Research Office
o Ensure all appropriate hard copy signatures are obtained
 Develop and maintain database / Endnote library of research outputs,
publications
 Develop and implement protocol for secure storage of research data
 Coordinate, assist with planning, scheduling of national and
international travel for research team (e.g. search flight and/or
accommodation options and finalise booking, check in and luggage
confirmations etc., cash advances, process expense claims)
 Coordinate, assist with planning, scheduling of research team meetings
at UL (e.g. room booking, IT set-up, refreshments, car parking)
 Coordinate, assist with planning, scheduling of supervisory / review
meetings with research postgraduate / GEMS students
 Coordinate, assist with planning, scheduling, catering, examiner travel
and running of viva / assessments for research postgraduate students
 Assist with organisation of visits by external research collaborators to
ULGEMS and by ULGEMS researchers to external research
collaborators
 Engage, liaise and communicate as appropriate with relevant GEMS
colleagues (GEMS Research Administrator(s), Manager, Finance
Officer, Community Placements Coordinator, GP Teaching Team, GP
Coordinators, GP Tutors, and Faculty etc.)
 Liaise with other UL departments as necessary:
o ITD re software licensing, secure storage of research data
o Library re training, acquisition of journal articles etc.
3. Context
Reports directly to the Project Manager (Executive Administrator) in
Job description
3a Key Working
Relationships &
Contacts
General Practice & Primary Healthcare Research with indirect reporting to
the GEMS Senior Executive Administrator
Regular liaison with Research Office, Research Accounts & other UL
departments
Occasional liaison with relevant external bodies
3b Working
Environment/Special
Circumstances
3c Job Boundaries
The appointee will be located in the GEMS Building on the UL campus.
4. Dimensions
Budget
Staff
Customer
Operational
Administrative
Operates on initiative and can effective manage all administrative functions
Effectively plans and prioritises with reference to line manager and is able
to organize work to meet designated deadlines
Resolves both problems that occur on a regular basis and more complex
infrequent problems. Uses judgment to assess exceptions
Fosters a collaborative/team-working spirit and actively helps and supports
others to achieve team goals
Monitor spend & budgets & report same to line manager
No staff supervision required
Customer base is UL faculty, staff & relevant external agencies
Supports all administrative functions and operational objectives of the
specific research projects
Section 2: Knowledge, Qualifications, Skills, Experience & Competencies
5. Knowledge,
Functional Skills,
Experience &
Qualifications
Job description
Requirement
Knowledge
Reasonable familiarity with:
 the University / third level environment research
environment
 the Graduate Entry Medical School and in particular
the areas of General Practice & Primary Healthcare
research
 external research funding agencies
Functional/Work-based Skills
 Excellent competence in a wide variety of Microsoft
Office applications including Excel
 Familiarity with Agresso
 Excellent communication (written & oral) &
interpersonal/team-working skills
 High levels of accuracy and attention to detail
 Excellent organizational skills and ability to prioritise
work load together with the ability to take initiative
 Flexible approach to work
Experience
 Minimum of two years relevant work experience at an
appropriate level
 Experience of undertaking complex, high level
Essential/
Desirable
Essential
Desirable
Desirable
Essential
Desirable
Essential
Essential
Essential
Essential
6. Behavioural
Competencies
Customer Focus
organizational and administrative tasks
Qualifications
 Leaving Certificate or equivalent
 Technical/Professional qualification
Enablers of Success
Essential
Essential
Desirable
Level
Strives to tailor service to customer needs
Encourages others to focus on the customer
Identifies and clarifies individual customers’ needs
2
Planning &
Organising
Plans activities thoroughly for self / others.
Makes best use of all available resources
2
Using Initiative,
Achieving Goals
Determines best method to achieve goal and
2
maintains flexibility ensuring effective delivery of
work
Uses initiative to resolve problems where the solution
may not be immediately apparent
Decision Making &
Problem Solving
Resolves both problems that occur on a regular
basis and more complex infrequent problems. Uses
judgment to assess exceptions
2
Effective
Communication
Communicates detailed information clearly both
written and oral
2
Team & Collaborative
working
Fosters a collaborative /team working spirit.
Actively helps and supports others to achieve team
goals
2
Effective Networking
and Relationships
Nurtures relationships and contacts, both internal
and external as sources of information and expertise
to support work activities.
2
Innovation & Creative
Thinking
Has the ability to think creatively and strives to
continually improve own processes and areas of
business
2
Change, Adaptability
and Flexibility
Recognises where changes can be made and takes
steps to make those changes. Gains commitment
from others to change
2
Leadership
Gives direction and instruction.
Keeps people informed and gets the best out of
people through enthusiasm and recognition
2
Continuous
Development
Takes a positive approach towards development of
self and others. Provides regular encouragement
and support to reinforce key behaviors in others.
Understands the culture and goals of the University
as they relate to own area. Generates ideas which
contribute to the Department or unit plans.
2
Thinking & Acting
Strategically
Job description
2
Comments
Job description