2102627

UNIVERSITY OF OTAGO
Te Whare Wānanga o Otāgo

JOB DESCRIPTION

ROLE TITLE: Research Administrator

DEPARTMENT: Health Research South

SCHOOL / DIVISION: Dunedin School of Medicine

REPORTS TO: Manager, Health Research South

DIRECT REPORTS (FTE): N/A

INDIRECT REPORTS (FTE): N/A

1. PRIMARY PURPOSE OF THE ROLE:

To contribute to the achievement of Health Research South objectives via the provision of a high level
of effective and efficient research administration support, including financial administration support, to
ultimately enhance the research performance of the Dunedin School of Medicine (DSM) and the
Southern District Health Board (Southern DHB).

2. ACCOUNTABILITIES:

The main objectives of this position are:

 To develop, maintain and provide administrative functions for Health Research South to enable
both the Research Office and the Board to operate efficiently and effectively, ensuring
compliance with University, Southern DHB and Divisional policies and procedures.
 To manage Research Project and Research Group accounts (approximately $3 to $4 M) held
within the Southern DHB, and to provide direct reporting to the Manager of Health Research
South and the Board in this area.
 To make a full contribution to the overall outputs of Health Research South.

The key tasks of this position may include but are not limited to:
 Maintain oversight of Southern DHB research accounts including updating spreadsheets, monthly
reconciliation, arranging for opening and closing of accounts, liaising with research teams as
required, reporting on to HRS Manager and Board.
 Oversee and/or as appropriate, manage the processes for distributing HRS funds and other
funding rounds, allocated to HRS to facilitate, including finalise the calls, set up the panel, prepare
spreadsheets for recording application scores, collate scores/results of the assessment from the
individual panel members and write letters to the applicants.
 Carry out accurate and timely entry of research project information into a research database
ensuring all Southern DHB and DSM financial and resource issues have been adequately
considered and that all relating paperwork has been completed.
 Make modifications to the research database used in Health Research South, write reports and
create templates, as required.

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  Compile accurate and timely monthly reports to various groups including the Southern DHB
Group Managers.
 Provide administrative support for the Health Research South Board (agendas, minutes,
correspondence, venue bookings etc.)
 Maintain a system of quality improvement and good practice in the administrative functions of
the office.
 Carry out a variety of administrative tasks and projects as required, including attending to
correspondence, preparing newsletters, co-ordinating meetings etc.
 Provide support to events that celebrate Southern DHB and Dunedin School of Medicine research
activity including the Education and Research Excellence Awards and Summer Studentships.
 Work as an effective team member with others engaged in research administration within the
University of Otago and the Southern DHB.

3. KEY RELATIONSHIPS:

 Research Advisors, Health Research South.

 Chairman of the Health Research South Board.
 Academic, research and general staff of the Dunedin School of Medicine.
 Clinical and general staff of the Southern District Health Board.
 Dean of the Dunedin School of Medicine.
 The Administrators of various relevant organisations e.g. University of Otago and Health and
Disabilities Ethics Committees.

4. QUALIFICATIONS & EXPERIENCE:

Essential
 Competent user of FilemakerPro (or similar database software), and Microsoft Office programmes
including word processing, spreadsheet, and PowerPoint.
 Experience in financial administration, analysis and reporting.

Preferred
 A systematic approach to tasks and attention to detail.
 A professional, accountable, service-oriented approach.
 The ability to take responsibility for own work and plan and work within set time frames.
 The ability to contribute positively as part of a team.
 The ability to develop and maintain effective working relationships in a variety of situations and
with a variety of individuals.
 The ability to accept and respond positively to change.
 An understanding of, or the ability to acquire an understanding of, regulations and policies.

5. TECHNICAL SKILLS & KNOWLEDGE:

N/A

6. SPECIAL REQUIREMENTS:

N/A

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7. DIRECT BUDGET ACCOUNTABILITY:

Oversight and administration of Research Accounts held in Southern DHB (approximately $3 to

$4 M)

8. MAORI STRATEGIC FRAMEWORK

Act in a manner consistent with the principles and implications, as well as the University's commitment
to the Treaty as articulated in the Maori Strategic Framework.

9. HEALTH & SAFETY:

Act and work in a manner compliant with current health and safety at work legislation and University
procedures, frameworks and guidelines. Role model safe behaviour and practices, share the
responsibility to prevent harm and contribute to a safe campus and work environment, including raising
workplace health and safety concerns for self, students, visitors and other staff.

10. SUSTAINABILITY

Act in a manner consistent with the University's sustainability commitments; role-modelling sustainable
practices, with a particular emphasis on minimising the environmental impact of day- to-day activities.

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