Details
1102255
University of Warwick
07/10/2025
12 Months
Mon – Friday (36.5 hours per week)
Business Dress
Pay
£14.07
£1.70
Description
Role
The Research Systems Support Assistant will play a crucial support role in supporting the implementation of the University’s new research management systems - Worktribe, Symplectic Elements, and Figshare. This role supports the Research Systems Specialist by performing essential day-to-day configuration, data entry, user administration, testing, and documentation tasks. The postholder will help ensure data accuracy, support process efficiency, and maintain system integrity.
By carrying out defined technical and administrative activities with precision and consistency, the postholder will contribute directly to the successful operation and improvement of research systems infrastructure that underpins research governance, project funding, REF compliance, and academic outputs. This role is ideal for someone with a strong eye for detail, excellent IT literacy, and an interest in systems and digital administration.
Duties and responsibilities
System Support & User Administration
- Respond to basic user queries and escalate more complex issues appropriately.
- Create, update, and deactivate user accounts and permissions in line with standard procedures.
- Support user role audits and permission reviews by generating reports and validating user access.
- Assist with documenting user guides, FAQs, and process notes for commonly asked queries.
Data Entry, Maintenance & Validation
- Accurately input, update, and maintain research data within Worktribe, Elements and Figshare, using structured templates and system interfaces.
- Perform cross-checks to identify incomplete, incorrect, or duplicate records.
- Apply version control and naming conventions to ensure consistency in data files.
- Support data reporting by running queries and preparing basic summaries or spreadsheets.
Configuration Support
- Make low-risk system configuration changes under supervision (e.g., updating field values, dropdown lists, and simple workflow changes).
- Maintain configuration logs and version-controlled documentation.
- Assist with implementing and documenting approved change requests.
Data Migration
- Help prepare and format data for import into systems as part of migration or onboarding activities.
- Support the mapping and alignment of legacy data to new system structures or fields.
- Carry out pre- and post-migration checks, highlighting inconsistencies or failures to senior colleagues.
System Testing & Quality Assurance
- Follow test scripts to verify new features or updates after system upgrades or changes. Record outcomes and log issues encountered during testing.
- Assist with user acceptance testing (UAT) activities and maintain test evidence in agreed formats.
Documentation & Support Materials
Contribute to the drafting and maintenance of:
- Standard operating procedures (SOPs)
- How-to guides and visual instructions
- Data templates and import formats
- Support team efforts to ensure documentation is user-friendly and up to date.
Administrative and Project Support
- Assist with meeting scheduling, agenda preparation, and note-taking during system-related workshops or configuration meetings.
- Maintain shared project trackers, logs, and registers for configuration, data, or issue tracking.
- Undertake any additional tasks reasonably requested by the Research Systems Specialist or Product Manager.
Skills and experience
Expected
- A Levels or equivalent qualification in a relevant subject
- Experience in an administrative or data-related role
- Experience using Excel to filter, sort, clean, and manipulate datasets
- Familiarity with handling sensitive or confidential information.
- Excellent attention to detail and ability to carry out repetitive tasks with high accuracy
- Good understanding of Microsoft Excel and ability to use functions like VLOOKUP, filters, and pivot tables
- Strong written and verbal communication skills, including clarity in documenting processes
- Ability to follow structured processes and escalate issues appropriately
- Ability to manage workload across multiple competing tasks
- Awareness of data protection principles and best practices for managing user access
Desirable
- Further study or training in digital systems, IT, or administration
- Experience working with digital platforms, databases, or information systems
- Experience working in a university, research, or education environment
- Familiarity with tools like SharePoint, Teams, or Jira for collaboration and task tracking
- Understanding of research processes, project funding lifecycles, or academic systems
Location
Hybrid
Additional information
Advert Closes - 09/10/2025