Overview
The R&D Reception Administrator will provide high-quality reception and administrative support to the whole department, overseeing reception and managing R&D Reception Administration (Band 3).
The post holder will greet visitors to the department, book and organise meeting rooms, coordinate research events and research meetings conducted within the NIHR Research & Development Department and NIHR Clinical Research Facility, maintain databases and accurate records, deliver excellent customer service, and provide general administrative support to the department in a timely and effective manner.
Responsibilities
* Floor Administration and Support: Handling enquiries and requests from staff regarding floor, desk, or room 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 to ensure smooth running and address any issues that may arise.
* AV/IT support: Assisting staff with IT-related issues on the floor, setting up IT equipment on site, coordinating between IT and R&D, logging support calls to IT Services or Essentia services, and updating the tracker. Ensuring meeting rooms and audio-visual equipment are properly set up prior to meetings and providing IT support during meetings; troubleshooting IT/AV issues within the department.
* Training support: Arranging internal staff to attend training courses and raising POs/payment when needed. Using the Trust travel booking system to arrange hotels and flights for staff for courses and conferences.
* Desk and Meeting Room Administration: Updating desk and room booking requests and maintaining up-to-date staff booking accounts. Liaising with external teams as needed for events or visits that have been booked.
* Meeting Support: Taking minutes, preparing agendas, setting up meetings, booking external meetings, and maintaining an updated track.
Qualifications
The post holder should have experience in minute taking, AV/IT setup, managing large events for directors/executives, and experience in generating income through managing external events when room availability allows.
About the Department
The R&D Department at Guy’s & St Thomas’ NHS Foundation Trust (GSTFT) is a focal point for innovative research in London, with a nationally recognised research portfolio and research infrastructure. We are leaders in NHS research with strategic partnerships across the National Institute for Health Research (NIHR), Department of Health & Social Care (DHSC), and the Health Research Authority (HRA), and we collaborate with organisations such as the Shelford Group, University Hospitals Association, and UKRD.
Research is a priority for the Trust. In 2021/22, GSTFT was the top NHS organisation nationally for the number of NIHR portfolio studies open (417) and the top recruiting organisation in South London, recruiting over 19,000 participants into NIHR portfolio studies. This accounted for approximately 40% of participants in our Local Clinical Research Network in South London.
For the financial year 2022/23, the NIHR budget for the R&D Department was approximately £25 million. We are an active research partner in the King’s Health Partners Clinical Trials Office for contract commercial clinical trials, leading 60% of the commercial trials portfolio in 2021/22, and we collaborate with the South London NIHR Applied Research Collaboration (ARC).
Additional information
Please see attached job description and personal specification for full details of the main responsibilities for this role.
This advert closes on Tuesday 16 Sep 2025.
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