BactiVac Project Officer - Research and Knowledge Transfer - 97086 - Grade 6

Position Details

College of Medical and Dental Sciences, Research and Knowledge Transfer Office

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £27,511 to £30,046, with potential progression once in post to £33,797.

Grade 6

Full Time, FTC up to 13 August 2022

Closing date 2 May 2021

Previous applicants need not apply

Background

The Bacterial Vaccines (BactiVac) Network is a global vaccinology network that brings together members based in academic, industry and policy sectors to accelerate the development of vaccines against bacterial infections relevant to low and middle-income countries (LMICs). Since its establishment in August 2017 (following the award of £2.2 million of MRC funding), the Network has grown rapidly to over 1,100 members based across 74 countries. The Network's growth and rapid success has enabled us to secure a further £1.7 million of additional funding (including funding from the Department of Health & Social care and the Bill & Melinda Gates Foundation) to support key Network activity and to increase our portfolio of funded projects.

Operational management and delivery of Network activity is devolved to the BactiVac Administrative team, which consists of the Network Operations Manager, 2 Network Project Officers, a Communications Officer and a Network Administrator.

The BactiVac Project Officer will work closely with other team members, leading on designated key administrative areas including the identification and development of relevant case studies to demonstrate the impact of the Network, the planning, organisation and delivery of Network events, and supporting the Network's governance structures.

In all areas of activity, the post holder will be required to provide outstanding customer service and support, be confident in dealing with a variety of stakeholders at all levels within a range of organisations and to work collaboratively within a small, dynamic administrative team. The post holder will demonstrate a strong sense of initiative to effectively lead on their designated area of Network activity, the ability to 'multi-task' and effective communication skills. They should have a flexible approach to work tasks, together with the ability to work on their own initiative unsupervised. They will also need to possess specialist knowledge in global health issues, particularly in relation to bacterial vaccinology as well as expertise in organising and delivering online and other events which are aligned to BactiVac's remit.

The applicant should have a successful track record of being able to work as part of a team, utilising their excellent communication and interpersonal skills to provide exceptional customer service, demonstrating outstanding judgement to successfully deliver outcomes within agreed timescales and to the required standard.

The post will report into the Research Delivery Team within the Research and Knowledge Transfer Office of the College of Medical and Dental Sciences.

Main duties

The BactiVac Project Officer will be responsible for ensuring the smooth day-to-day management of their delegated area of key Network activity, reporting into the BactiVac Operations Management Group. Development of new projects aligned to their designated delegated area of responsibility will be scoped out by the post holder and undertaken as required.

• To support all management and business processes associated with coordinating the BactiVac Network, drawing on specialist knowledge and expertise in relation to bacterial vaccine development and the broader global health agenda. Demonstrating, but not limited to, skills and duties including: Project Management, coordination of analysis, meetings (organising venues, papers and agendas, diary management), Network documentation (design, preparation and distribution of reports, proformas and Network data), full financial management of Network budget (including regular reporting both internally and externally).
• To support the development of all management and business processes to ensure efficiency and to ensure the programme of Network activity is managed in accordance with University polices. Involving an awareness of organisational policies and requirements and University processes and maintaining consistency of all Network documentation both day-to-day, interim and wider disseminated reports. Creation of standard operating procedures for Network documentation for the Network Administration Team to adhere to.
• To build and sustain professional relations with all staff employed by and associated with the BactiVac Network. This includes staff employed across the University of Birmingham, strategic partners and wider Stakeholders including the MRC, BBSRC, Wellcome and DHSC. Acting as a point of contact for the Network both internally and externally.
• To be responsible for the financial management of associated Network projects, ensuring operation within the budget tolerances set by funders. This will include; taking ordering, planning and monitoring budget forecasts and reconciling any reports. Regular liaison with management accounts at partners to ensure transparency and consistency for the grant. Responsibility for compiling any finance reports to the relevant funding bodies.
• External reporting: To be responsible for compiling financial monitoring report and liaise with the funders and University Managers and contribute to writing any Network progress report submitted to the relevant funding body
• To maintain regular contact and update the Network Directors with progress, milestones, new appointments and any issues arising within the wider aspects of the project.
• To be responsible for organising team, management and steering committee meetings following-up all actions and queries. The post holder will establish agendas and ensure good governance and reporting.
• To co-ordinate recruitment for associated projects for the team ensuring all policies and procedures are adhered to.
• To contribute to the development of the Network, assisting with the creation of Network materials. This will include aiding in the production catalyst funding documentation and other proformas, posters and other promotional materials. The postholder will be responsible for ensuring consistency of the materials.
• To work alongside the Network Operations Manager and Network Directors in co-ordinating and collating bid submissions for additional Network funding, obtaining all financial data and ensuring proper governance and ethical procedures are followed.
• To support the dissemination of Network outputs and help to design, create (where required) and implement innovative approaches to the transfer of knowledge between the Network members.
• To delegate administrative tasks to support staff based at partner organisations and within the University.
• To support the development and maintenance of Standard Operating Procedures (SOPs) e.g. in relation to devising and implementing academic funding calls, drawing on specialist knowledge related to academic aims of the Network (accelerating the development of bacterial vaccines), to outline the management and business processes associated with coordinating the Network.
• To provide support to the Network Directors and associated staff including: detailed diary management, travel, updating databases, adhering to university policies and procedures.
• Duties and responsibilities within the post and the obligations placed upon post holders may vary and develop over time. Any resulting changes will be subject to consultation with the post holder and the Network Operations Manager, through the agreed annual review process.

Required Knowledge, Skills, Qualifications, Experience

• Science graduate or equivalent professional with experience of providing project management and administrative support to a senior member of staff within an academic global health-related setting. Degree level (or equivalent) education.
• An understanding of bacterial vaccinology and the global health agenda
• Excellent oral and written communication skills and ability to communicate with confidence and discretion with a wide range of people at all levels including staff and external contacts.
• Excellent IT skills in Microsoft office and related packages. The postholder should also be confident and willing to quickly learn new software packages. Ability to create, maintain and manipulate complex spreadsheets and to understand and interpret the information contained in them.
• Good team working skills.
• Excellent attention to detail and organisational and interpersonal skills.
• Flexibility to take on a wide variety of tasks as necessary.
• An ability to work proactively, with little supervision, under pressure and to deadlines.
• An ability to use own judgement to resolve problems and to make decisions on own initiative.
• An ability to deal with people and organisations at all levels.
• Ability to manage own workload and keep to deadlines, working flexibly where necessary.
• Ability to prioritise and handle many competing demands.
• Good office management skills.
• Ability and confidence to identify potential problems, propose solutions and make decisions on own initiative.
• The ability to take accurate notes is essential.
• Ability to meet the travel needs of the post
• Experience of preparing and controlling budgets for projects

Informal enquires to Jo Dean, email: j.e.dean@bham.ac.uk

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