R&D Office and Reception Administrator: Sponsorship Available

Job summary

Would you like to work in a fast pacing ever changing environment?

The R&D Office and Reception Administrator will provide high-quality reception and administrative support to the whole department overseeing reception, working closely with IT, linking in with all teams and departments as well as stakeholders Tasks include greeting visitors to the department, booking and organisation of meeting rooms, effective coordination of research events and research meetings conducted within our NIHR Research & Development Department and NIHR Clinical Research Facility, maintaining databases and accurate records, providing excellent customer service and the effective and timely provision of general administrative support to the department.

The post holder should have experience in minute taking, AV/IT set up, managing large events for directors/executives and experience in generating income through managing external events when room availability allows.

The R&D Office and Reception Administrator will play a key role in the efficient day-to-day operational activities of the department. The post holder will be responsible on occasion to work independently providing operational cover when needed across different floors.

Main duties of the job

Floor Administration and Support

• Handling enquiries and requests from staff members regarding floor, desk, orroom bookings, upcoming meetings, and assisting with the preparation of packs.
• Deputising management of the floor in the absence of the R&D Admin Team leader ensuring the smooth running and addressing any issues that may arise

AV/IT support

• Assisting staff members with IT-related issues on the floor, including setting up IT equipment on site, co-ordinating between IT and R&D, logging support calls to IT Services or Essentia services, and updating the tracker accordingly
• Ensuring meeting rooms and audio-visual equipment are properly set up prior to meetings and provide IT support in meetings when needed.
• Trouble shooting all IT/AV related issues within the department

Training support

• Arranging internal staff members to attend training courses and raising POs/payment when needed
• Utilising the Trust travel booking system to book hotels and flights for staff members for courses and conferences

Desk and Meeting Room Administration

• Updating desk and room booking requests and maintaining up-to-date desk and meeting room staff booking accounts
• Liaising with external teams as needed, such as during events or visits that have been booked

Meeting Support

• Taking minutes, preparing agendas, setting up meetings
• Booking external meetings and maintaining an updated track

Person Specification

Previous Experience

Essential

• Experience in administration business role(s), preferably in either clinical or academic research setting, providing a first-class support servic
• Experience using and setting up IT and AV
• Good diary management including organising, setting up meetings and minute taking.

Desirable

• Relevant experience working in a multi- disciplinary department and busy office environment
• Experience using office procurement systems Oracle or equivalent
• Evidence of an ability to prioritise and meet tight deadlines.

Skills, Knowledge & Abilities

Essential

• Excellent organisational skills and attention to detail including the ability to manage multiple task
• Strong computer and advanced keyboard skills (proficient in use of IT systems and web based applications, including Outlook, Microsoft Word, Excel)
• Good standard of written and oral English Language

Desirable

• An interest and an enthusiastic approach to working in a dynamic and diverse research environment
• The ability to work independently and without direct supervision

Qualifications & Education

Essential

• Good general education (with GCSE English Language & GCSE Maths, or equivalent, at Grade C or above).
• Administration or equivalent experience e.g. experience in administrative roles coupled with substantial previous experience.

Closing Date: 1 September 2026