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Personal Assistant

Imperial College London - Imperial Clinical Trials Unit (ICTU)

Location: London
Salary: £38,977 to £43,360 (pro rata) per annum
Hours: Part Time
Contract Type: Fixed-Term/Contract
Placed On: 5th June 2024
Closes: 17th June 2024
Job Ref: MED04632
 

Background

The Imperial Clinical Trials Unit (ICTU) is a UKCRC registered clinical trials unit that brings together academic, clinical, and trial management expertise from across the Imperial College Academic Health Science Centre (IC AHSC) to deliver world class clinical trials of all phases and designs. The Unit also collaborates with members of the designated Academic Health Science Network for Northwest London, Imperial College Health Partners, other national clinical and scientific key opinion leaders, other CTUs and with Industry.

Job Summary

We are looking for an experienced Personal Assistant to provide administrative and PA support to Neil Poulter, Professor of Preventative Cardiovascular Medicine, Founding Co-Director of ICTU, Senior Clinical Academic Lead for ICTU, and Deputy Director of ICTU Global.

You will be part of the wider ICTU administrative team reporting to the ICTU Departmental Manager.

Duties and responsibilities

  • Extensive complex diary management to ensure the most effective use of time.
  • Complex travel arrangement including preparation of itineraries and ensuring correct visas.
  • Arranging internal and external meetings.
  • Forward planning and organising meeting folders for all meetings, international, national and internal.
  • Assisting with searching for publications on library website and other locations.
  • Keeping publications lists and CV up to date.
  • Keeping web-based College profile and publications database (Symplectic) up to date.
  • Uploading publications onto the Spiral system in a timely manner.
  • Preparing PowerPoint presentations for meetings and for BSc/MSc teaching.
  • Submitting expense claims using the MyExpenses system.
  • Researching, preparing, and presenting highly confidential data, information, correspondence and supporting materials for use by Prof Poulter with minimal guidance, using knowledge of Imperial policies and procedures and the purpose for which the data is required.
  • Preparing supporting documents for grant applications according to funding organisation requirements and deadlines.
  • Contributing to editing and proof reading of draft scientific papers, including liaising with the commissioning editor/publisher, co-editors, and contributors.

Essential requirements

A full list of essential and desirable criteria can be found in the Job Description.

You will be expected to demonstrate the following:

  • Educated to A-Level Standard
  • Substantial administrative experience in a PA role in a busy and challenging environment.
  • Experience of managing an extremely busy diary for a senior person.
  • Experience of coordinating international travel and accommodation.
  • Excellent IT skills.

Further Information

This office-based post is part-time (21 hours per week) and fixed term for 12 months in the first instance, with Monday, Tuesday and Thursdays preferred. You will be based at Stadium House, Wood Lane, close to Wood Lane and White City tube stations.

For an informal discussion about the post please contact Lauren Noto (l.noto@imperial.ac.uk).

To apply for this vacancy online, please click the Apply button above.

Closing date: 17.06.2024

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