Unit Co-Ordinator





9 Months


Not Applicable






Unitemps are recruiting for a Unit Co-Ordinator within the Comprehensive Clinical Trials Unit department. The role is to work from 17/06/2024 and will run until 31/03/2025 full-time at 37.5 hours per week. Payment is set at £22.12+ holiday pay per hour and the role will be CAMPUS based.

This post provides essential administrative support for the day-to-day operations of the Comprehensive Clinical Trials Unit (CCTU).
The post-holder works within a multi-disciplinary team to provide administrative support across a wide range of core CCTU activities. The post-holder is responsible for developing and managing direct line reports, supporting the senior staff (primarily the Director and Head of Clinical Trial Operations) in the day-to-day running of the CCTU. The post holder facilitates the effective management of HR and financial matters, as well as promoting a positive working environment and being a team player.
They also establish excellent working relationships with academic and professional services staff both within the department and within Institute, often working in close partnership with the ICTM Human resources and Finance Managers. The post holder liaises regularly with UCL’s Finance and Human Resources Divisions to accomplish their day-to-day duties

Duties and responsibilities

  • To manage CCTU finances on a day to day basis, including running income and expenditure/transaction reports on project funds and running accounts and maintaining an overview of the Departmental finances.
  • Assisting the ICTM Manager with annual budgeting, forecasting and year-end processes.
  • Proactively keeping up to date with changes in finance policies and procedures.
  • Raising and approving purchase orders, expense claims and Interdepartmental transfers in line with UCL policies and procedures.
  • Forecasting staff costs on the Worktribe system to ensure there is sufficient funding for requests.
  • Advising researchers and CCTU staff in the preparation of Full Economic Costing (FEC) of grant applications using the Worktribe system.
  • Assisting Research Services with final reports on projects with regards to balances and expenditure.
Human Resources
  • To link proactively in CCTU activities with the ICTM HR team, so that processes and procedures are aligned.
  • Recruitment and Selection using the ROME system; this will include preparing job descriptions and adverts, assisting with interviews preparation, co-ordinating successful appointments, raising and administering contracts (to be issued in line with UCL policies and procedures).
  • Providing assistance to ICTM HR Manager with post grading, re-grading and salary progression requests as required.
  • Administering changes to appointment, changes to funding, contract extensions and terminations, special leave and leavers forms.
  • Proactively Liaising with HR teams including ECA and Payroll when issues arise.
  • Ensuring CCTU is fully compliant with all UCL policies around staff sickness, annual leave, appraisal and probation. Monitoring records to ensure that probation and appraisals are up-to-date within the department
  • Managing staff/visitor access to the department.
  • Maintaining the CCTU induction pack and assisting with inducting new staff ensuring they have the necessary arrangements in place to be able to start work.
  • To be an active member of relevant working groups and committees and represent and promote the unit and Institute to ensure that issues are raised appropriately and acted upon accordingly.
  • To undertake relevant training to keep informed of current issues, policies, procedures and legislation.
General duties
  • To line manage the administration team (currently two part time members of staff) to be responsible for oversight of their work and their personal and professional development.
  • Act as the first point of contact for the CCTU and interface with PIs and researchers regarding applications for collaboration
  • Participate in, and provide secretarial support to, the CCTU Leadership Team and other Committee meetings, including arranging meetings, producing agendas, circulating papers, taking minutes and coordinating follow-up actions.
  • To oversee individual tasks and one-off projects as directed by the Unit Director and HCTO
  • Respond to all requests for information from the Division, Faculty, other UCL departments and external bodies.
  • Work closely with Institute professional services colleagues as part of an integrated professional services team.
  • To ensure advice and guidance provided to staff complies with UCL Financial Regulations, relevant legislation, e.g. Data Protection Act; related UCL policies and procedures (e.g. Recruitment and Selection procedures); sponsors’ terms and conditions, etc.

Skills and experience

  • Undergraduate degree or equivalent or having acquired substantial relevant experience
  • Proven track record in administration preferably in a HEI setting
  • Preparing adverts, job descriptions, post grading documents and other HR related materials
  • Experience of handling confidential information in a sensitive manner
  • Experience of using UCL IT systems, i.e. ROME, SIP, WorkTribe, MyFinance
  • Proven experience in providing an efficient and effective level of service to colleagues
  • Experience of managing diaries, setting up meetings and minute taking)
  • Line management experience
  • HR operational processes and procedures (e.g. recruitment and selection, probation, appraisal etc)
  • Financial management of research and non-research funding
  • Experience of creating and maintaining web pages using Content Management Systems
  • Postgraduate management/HR professional qualification or equivalent knowledge acquired by experience
  • Knowledge of and experience of advising on employment issues

Desirable Skills and abilities

  • Excellent organisation skills
  • Highly developed verbal and written communication skills including the ability to liaise with staff at a range of levels internal and external to the organisation
  • A methodical and accurate approach to work with attention to detail and a willingness to adapt and innovate
  • Ability to work both on own initiative and collaboratively as part of a team
  • Excellent IT skills
  • Proactively raising potential issues as and when they occur so as to work in advance to solve problems
  • Commitment to and knowledge of advancing equality, diversity and inclusion


Additional information

Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on 28th May 2024. Interviews will be held Thursday 6th June.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.

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