Job Purpose

To provide secretarial and administrative support for the activities of the Childsmile Central Evaluation and Research Team (CERT), within the Community Oral Health Unit.

Main Duties and Responsibilities

1. To perform a range of secretarial and administrative duties in support of the work of the Unit.

2. To undertake tasks associated with research administration including liaising with printing; organising stationery; mail merging; preparing postal packs; processing returns (including recording and internally reporting administrative outcomes), maintaining a logical filing system, transcribing qualitative interview data.

3. Transcribing confidential qualitative interview and/or focus group data.

4. To develop databases (with researcher guidance), screen and enter data, ensure that the databases are maintained, backed-up and available for use by the CERT and contribute to data cleaning, performing quality and completeness database checks. 5. To contribute to data visualisation / presentations / infographics for high level external audiences and professional websites, organising charts and visual dashboards to maximise impact and insight.

6. To develop and maintain a log and file of outputs including papers, reports, presentations, events.

7. To undertake literature review support work including: basic searching (under researcher guidance), obtaining Pdfs and books and creating and maintaining literature databases (known as libraries).

8. To provide administrative support for meetings and seminars (in person and online): arranging meetings; booking rooms; circulating agendas and papers; attending meetings; taking minutes and setting up telephone and video conferencing if required.

9. To undertake routine secretarial tasks including: taking telephone messages and dealing with enquiries; sending and receiving e-mails; photocopying; faxing; managing diaries; arranging travel; ordering stationery and equipment and, typing. Formatting and basic editing of research documents (e.g. reports, ethics applications, PowerPoint presentations or journal articles).

10. To communicate clearly, efficiently and effectively through email/phone/in person with the CERT, other senior staff and external stakeholders.

11. To participate in appropriate continuing professional development as required in order to keep up to date with technology and skills.

12. To undertake cover for other administrative staff as and when required in order to achieve smooth running of the section.

13. To undertake other duties as directed by the Head of Section/CERT manager.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role

Desirable:

B1 HNC, SVQIII or equivalent in Administration or Secretarial Studies

B2 European Computer Driving License

Skills

Essential:

C1 High level of competence in using Microsoft Office, Word, Excel, PowerPoint, Outlook

C2 Competent in the use of email and the web

C3 Accurate and efficient database development and maintenance skills

C4 Record keeping and filing

C5 Excellent communication and interpersonal skills

C6 Tactful and diplomatic

C7 Able to work alone and use initiative to progress tasks

C8 Ability to work well as part of a team

C9 Able to build strong working relationships with colleagues at all levels

C10 Excellent organisational skills

C11 Able to prioritise workload, multi-task and meet strict deadlines

C12 Must be accurate and pay attention to detail

Desirable:

D1 Competent in the use of: Adobe professional; reference management databases e.g. endnote or reference manager.

Experience

Essential:

E1 Sufficient years’ continuous secretarial work experience with qualifications above, or several years secretarial experience without qualifications

E2 Experience of administratively supporting a team of staff

E3 Experience of facilitating meetings: preparing agendas and taking minutes

Desirable:

F1 Previous secretarial/research administration experience in an educational/and or clinical research environment

F2 Experience of transcribing qualitative transcripts

F3 Experience of survey administration and data entry

F4 Experience of searching and referencing academic literature

F5 Experience of entering data for statistical analysis

Terms and Conditions

Salary will be Grade 5, £26,038 - £30,505 per annum pro rata.

This post is part-time (21 hours per week, Tuesday, Wednesday and Thursday), and open ended with funding available for up to 12 months in the first instance.

Location Glasgow Dental Hospital 

Closing date: 23:45 on Thursday 6th March 2025