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R And D Governance Administrator

£33,579 - £33,579

Job Description

Qmul is looking for R&D Governance Administrator based at White Chapel campus. 

The R&D Governance Administrator plays a key role in ensuring the Governance Team works effectively. The post holder will provide administrative support to the R&D Governance Operations Manager, Governance Team Leader, Governance team and any administrative support where required within the wider Governance Section. The Administrator will arrange and provide administrative support for the regular team and any internal and external meetings. The post holder will be responsible for the electronic and paper filing systems and supporting others to file accurately and effectively. Ongoing general coordination of the Governance Office will include dealing with callers and queries, liaising with service departments and researchers and other departments. The post holder will be required to keep up to date with general R&D developments.

The post-holder will be part of the Governance Section, sitting specifically within the Governance and Performance team, within the wider Joint Research Management Office (JRMO). The post-holder and will be responsible for using and maintaining the Local Portfolio Management System & other research databases. The maintenance of the quality and content of the data will be a key function of this post, including data entry and data collection. The post holder will also be responsible for data entry and data cleaning of studies both in set up and closed down. The post holder will be required to accurately enter large amounts of research and research governance data and to ensure that the data are stored appropriately according to the data protection laws and in line with the ethical approval for the projects involved. The post holder will be responsible for managing generic emails of the governance team including responding to generic queries & triaging specific queries as appropriate.

Main Duties and Responsibilities:

Post holder will manage various generic email inboxes of governance team, answering and triaging emails as necessary. Post holder will also act as a first point of contact and answer email queries. Operations Manager : Research Governance Research Governance & Performance Team Governance Team Leader Senior RM&G Officer RM&G Officer x 3 Senior RM&G Officer R&D Governance Administrator RM&G Officer x 2 Research Information Officer GCP & Compliance Team GCP Manager GCP Manager Clinical Study Monitor x2 Quality Assurance Manager Clinical Trials Facilitator Research Support & Development Team Research Support & Development Manager QM Research Ethics Facilitator JRMO Auditor • Accurately and efficiently enter data onto the Local Portfolio Management System and/or internal databases. This will require a high level of attention to detail and accuracy. • Setting up and closing studies on Local Portfolio Management System and internal databases. • Create and manipulate reports from the Local Portfolio Management System and internal databases to provide researchers with user friendly information. • Responsible for modifying and validating the Local Portfolio Management System and internal databases by regularly carrying out data cleansing exercises under the guidance of the Senior Governance Research Governance Team Leader and R&D Governance Operations Manager. • Ensure appropriate confidentiality of records and information (verbal, written and computerised). • Be able to deal effectively with queries relating to data and information. • Filing , scanning and managing research documentation ( electronic & paper) • Provide administrative support to the Governance & Performance team • Support with general administrative duties for the JRMO GCP & Compliance team as well as the Research and Support & Development Team including training courses. • Prepare Training and induction packs for the Governance Teams as needed • Support new members of the team including training on internal processes • Keep up to date with general R&D developments • Following closure of study assist with obtaining close out documentation, end of study report and end date information. • Assist with obtaining, compiling Annual Progress Reports and updating study record & databases. • Take Part and contribute in outreach sessions, drop in sessions or training courses organised by JRMO governance team • Type correspondence, letters, e-mails and other documents from written copy, follow verbal instructions and generate own correspondence as required. • Responsible for accurately maintaining information systems filing, databases. These will comprise of paper-based, scanned and computerised documents. • Act as first point of contact for callers to the Governance Team, and for telephone and written enquiries. • Receive and deal with incoming telephone calls in a polite and professional manner, re-directing or taking messages and using initiative to deal with queries where appropriate. Maintain up to date contacts lists to facilitate communication across the network. • Contribute in preparation as requested for any regulatory inspections/audits. • The Job holder is expected to keep knowledge up to date by learning and training and to support personal development. • If requested, arrange meetings and appointments for the R&D Governance Operations Manager. This will involve managing diaries, clarifying arrangements, collecting and collating all supporting paperwork, making travel arrangements, processing claims for travel and subsistence expenses, and ensuring accurate records are kept. • Arrange and provide administrative support for the Governance team including minute taking, preparing agendas and following up actions, compiling and distributing papers, booking meeting rooms and arranging catering, providing travel directions and acting as the first point of contact for members regarding meeting arrangements and attendance. This may require travel to and attendance at meetings across the QMUL & BH geographical area. • Keep up to date with developments in Research Governance. • Any other duties of a similar nature as requested by the Research Governance Team Leader or R&D Governance Operations Manager. The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances, external environment & departmental needs and after consultation with the post holder. The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different Hospital / office.


Educated to A level ( to include at least one science subject) European Computer Driving Licence (ECDL) or equivalent IT Competence

Educated to Degree or equivalent is desirable 


NHS admin experience of 1 year or more preferably in NHS Research/ Research Governance is desirable

Minimum of1 years administration or equivalent non NHS

Keyboard skills to access and input to data systems; Competent in Microsoft Office products. Competence with IT Packages and ability to learn quickly Previous experience with databases, including data entry and queries Understanding of Data Protection Laws and Freedom of Information Act.

Good working knowledge of MS office packages, particularly Excel and Word (equivalent to NVQ2 level) Knowledge of filing systems and office procedures


Job Description: Research Assistant (participatory toolkit: engaging with young communities)


The aim is to produce a toolkit designed to help researchers and practitioners to employ participatory methods when working with young people. The research assistant will also be working alongside researchers and stakeholders to understand ‘youth voice,’ youth social action and solutions to issues facing young Londoners.


The toolkit will draw on our experiences of participatory research with and for young people; especially, the process of involving young people as peer researchers (16- to 25-year-olds) within our existing ‘Youth Social Action’ project commissioned by the Greater London Authority. In addition to analyse the findings, the young steering group members challenge us methodologically and epistemologically, and have thus developed innovative approaches and methods that not only will enhance the research, but also make the ‘Youth Social Action’ project more meaningful, empowering and engaging to the young people involved.

The project consists of two components: (1) research with Key Stage 3 students (12- to 14-year-olds) where the key part of the qualitative data is collected through school workshops; and, (2) research with 16- to 25-year-olds, where the data is collected through interactive activities, as part of the ‘Young Changemakers’ event, scheduled to take place on 12 July 2024 at London Metropolitan University.


This is a great opportunity for a graduate student or PGR student who want to further develop skills around academic research (qualitative), writing and delivering of school workshops.


To support this project, we need two research assistants to support us with the following tasks:

Conduct desk-based research

  • Help capture the youth participatory approach applied on the project.

  • Undertake literature searches as appropriate, and a literature review around participatory research involving young people.

  • Assist in the analysis of qualitative data, as directed by the research leads.

  • Summarise the key findings of the activities.

Presentation of findings

  • Assist with the presentation of findings.

  • Participate in the documentation of the results arising from research activity.

  • Contribute towards the publication of the toolkit.

Planning and managing resources

  • Work to deadlines and manage competing priorities, with direction as appropriate from project leads.

University/school profile

  • As appropriate, liaise with relevant internal and external contacts/organisations in related areas of study.

Delivery of project

  • Assist with planning and delivery of an event, taking place at London Metropolitan University, where the aim is to run fun, interactive research activities for 16- to 25-year-olds.

  • Assist with planning and delivery of two workshops for Key Stage 2 students, scheduled to take place in a school in Camden, London, on 15 and 16 July, 2024.

This is an exciting opportunity to join an Innovate UK CyberASAP project aiming to address Risk Assessment in Transactions under Security Threats.

The financial losses in UK online banking due to fraud annually amount to almost 2 billion pounds. With the losses in online trading due to fake accounts, stolen credentials and information leaks the figure becomes truly astronomical. The design of security solutions requires complex expertise - understanding of the processes within transactional systems under threat, knowledge of potential adversaries and their malicious behaviour, justified choice of suitable tools for detection, neutralisation and prevention, and their proper configuration. The need for software for modelling the security infrastructure, estimating the security risks and analysing the impact of the solutions on security is extremely high due to the complexity of the task and the impossibility of demonstrating the solutions experimentally. this role is for the development of a desktop software application that:

  1.     Implement a model for risk assessment in transactions under security threats.

  2.     Design a model for behaviour analysis through simulated transactions

  3.     Calculate the security risks based on parameters of security analytics.

  4.     Determination of the impact of security infrastructure on risks


First Degree in IT related decipline

Current (near completion) or Awarded MSc in AI or Cyber Security


The ideal candidate for this position is a current/graduated AI/ Cyber Security/ Software Engineering PG student who will assist in the market research, modelling and implementation of software (MDP and Visualization algorithms for solving risk assessment tasks under security threats). strong programming skills are required.

A mixed background that combines knowledge from various areas, such as Machine Learning (ML), Cyber Security, and software engineering.

Purpose of the Post:


To support the Fees and Collections Manager with the proactive chasing of outstanding tuition fee debts. Through management and up keep of effective administrative systems the role will ensure that all chased debts are accurate and that students and stakeholders are communicated with in a professional manner.


In addition to supporting the collection of unpaid tuition fees the role will also support the Fees & Bursaries Team with general tasks such as building fees, and  responding to general fees and bursaries queries.

Main Activities and Responsibilities:

  • To provide administrative support for the university’s debt management process. Ensuring that students with outstanding tuition fees are communicated to in a timely and effective manner.


  • To support the charging and collection of student fees, maintaining data on the student records system.


  • To update and maintain local records of all tuition fee debt collection communication, both by the university and by students.



  • To provide customer service and advice and guidance to students who have tuition fee arrears ensuring that students are directed to both the necessary administrative services and pastoral support.


  • To attend University enrolment events to determine tuition fee liability/tuition fee status, apply any discounts, calculate the correct chargeable fee and check payments or other method of funding (amongst other ancillary duties). This may involve out of hours working.


  • Liaising with third parties such as Student Loan Company, NHS and overseas embassies to resolve issues and facilitate release of fee payments;


  • To assist in all aspects of the administration of bursaries including, but not limited to, the LSBU Annual Bursary and Access Bursary awards.


  • Responding efficiently and professionally to fees enquiries or requests for information, using guidance and procedures to resolve problems effectively and knowing when and how to refer very complex queries;


  • Reviewing and proactively inputting to the development and improvements of Student Fees systems and processes.


  • Demonstrate an understanding of and be able to communicate to all customers (applicants, students, sponsors, colleagues) clear and concise  information relating to  funding and financial support including, Undergraduate Tuition Fee and Maintenance Loans, Postgraduate Loans & Scholarships.


  • Audit records to ensure tuition fee invoices are raised correctly, in a timely manner and to ensure completeness of income. (i.e. creating, crediting, and voiding invoices on the University student records systems).


  • Monitor and act on work requests relating to course changes and check on authenticity of such requests. Update databases as required, ensuring accurate records are maintained pertaining to interruptions, withdrawals, course changes, refunds, invoicing and other changes.


  • Update student records with the latest information from external and internal sources including Sponsors, Student Finance England, Schools, International Office, Admissions and the University Income Team.


  • Provide advice and respond to customer queries regarding current government student support regulations, tuition fee assessment, tuition fee charges and fee debt, by telephone, by email, in writing or face to face (where necessary).


  • Provide advice and feedback to colleagues throughout the University and at all levels on fee related and administrative issues, including, but not limited to Tuition Fee Regulations, Academic Regulations, APELS, Bursaries, student financial support, student debt, student attendance etc


  • To provide cover for other members of the Fees & Bursaries Team during vacation and sickness and (on request) to support other members of the Fees & Bursaries Team in the completion of their duties.


  • To assist in the training of new members of the Fees & Bursaries Team


  • Assist in the update of training materials for the use of the Fees & Bursaries Team and to take part in the provision of face to face training for School and other administrative staff


  • Attend all necessary training/information sessions including UKCISA training prior to enrolment, relevant SFE meetings, compulsory training (Health & Safety/GDPR etc) and any other necessary events.


  • General clerical and administrative duties including (but not limited to) filing, scanning and attaching records to the INVU system; provision of fee related letters to students on request; monitoring of general tracker queries and answering telephone queries within service level agreements.


  • Undertake any other duties that may reasonably be required by your manger.


A Bachelor's Degree



  1. A Bachelor’s Degree, equivalent qualifications or relevant work experience.


Experience / Knowledge

  1. Previous administrative experience preferably in a financial or student administration in higher education.

  2. Experience in customer-focused service delivery with a knowledge and understanding of the needs of students, clients and partners, and responding in a positive way to any feedback received.

  3. Experience of using and maintaining databases (student records databases preferred but not essential) & finance systems, together with a excellent level of knowledge of Microsoft Word and Excel.




  1. Teamwork - Actively seek to promote positive and open working relationships, co-operating and liaising with others to achieve goals.  Build and maintain an environment of co-operation and trust within the team.

  2. Communication – Demonstrate a high degree of interpersonal skills, communicate regularly, clearly and effectively with staff and students using the full range of communication methods: face to face; electronically and in writing.

  3. Initiative - Be willing to go beyond the normal constraints, work flexibly and apply lateral thinking approaches to problem solving. To lead on projects and take ownership of specific areas of work in line with the needs of the business.

  4. Additional Skills – be able to organise ones own time effectively and efficiently, to prioritise workloads, to quickly follow and understand instruction or guidance and highly developed analytical skills.

  5. Equal Opportunities – Be able to demonstrate an understanding of equality and diversity and to show an understanding of issues relating to equal opportunity and its practical application in the work environment.

  6. Able to demonstrate an understanding of, and commitment to, equality and diversity, and its practical application.