Purpose of the post

This Business Support Administrator will work in close partnership with the COO to provide administrative support that focusses on external funding applications being developed by the broader HDR UK team.   We have a mature pipeline that converts potential funding opportunities into awarded resources and eventual impact from successfully completed research.  This role will administer that pipeline, supporting bid teams in securing necessary approvals, escalating queries and enabling expert inputs as funding opportunities develop.

Main responsibilities

• Monitor and maintain the Funding@hdruk.ac.uk mailbox.  Monitor and respond to emails where appropriate and in a timely manner

• Review Funding Opportunity Forms and ensure that all correct information is included.  Log form on the Pipeline and in the Trello board. Create a new folder for the form in the EF file system. Respond to Project Leads (PL) (cc to appropriate Finance Business Partner) with link to live file and request further information from PL where answers are not clear or are incomplete.

• Ensure quality:

o   Work with other members of the team to improve internal ways of working, including documenting processes.

o   Ensure all information (both written and verbal) is treated in a confidential and sensitive manner.

• Steward the completed Funding Opportunity Forms through the process, coordinate queries and responses between support teams and PLs, ensure support teams sign off and then provide full information to SLT for approval process.

• Update Pipeline, Trello Board and Files.

• Chase up current pipeline projects, update pipeline and action as required. For example, mark unsuccessful or instigate the project initiation process where required.

• Judge when a query needs escalating and to whom.  Work closely with COO and our team of Finance Business Partners but also build effective links with professional specialists across the Institute.

• Provide general administrative support with items such as meeting preparation, printing documents, liaising with facilities, events and the people team

Planning and organising

This post will require a high degree of skill in planning and organising multiple activities along with a flexible approach to meet the changing needs of the Institute.

Problem solving

The post holder will be expected to use problem solving skills to respond to diverse demands.   As part of a small team, the post holder will operate with significant independence.   The post holder will require a great deal of confidence in dealing with enquiries, problem solving and decision making.  The post holder will make an effective judgement on when to escalate issues to senior colleagues’ attention and with what urgency.

Decision making

The post-holder will make all day-to-day operational decisions for their own workload. 

Key contacts/relationships

The post holder will build and maintain effective working relationships both within HDR UK, and with other key stakeholders.  The postholder will have close working relationships with the teams they are providing support for, as well as other members of the HDR UK leadership team.

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