Clinical Research Facility (CRF) Administrator

Job description

Job responsibilities

Main Duties

Meet and greet all Patients and visitors to the CRF and ensure that there is an accurate record kept of all personnel and patients visiting the facility. This includes ensuring that each patient has an accurate wristband and that all entries are recorded.

To ensure that the reception area and waiting area are tidy and well presented at all times.

To manage the patient appointment system including admitting and discharging all patients attending the CRF.

To manage research clinics and patient bookings including: booking patient visits, updating outcomes, closing out clinics and uploading documentation to the appropriate patient management system.

To provide administrative support by writing letters, filing, arranging meetings, booking transport and accommodation for staff.

To take formal minutes for CRF meetings when required.

Organise transport for patients to reach the hospital and for departmental transfers within the hospital including handling of patient expense claims.

To answer telephones, deal with patient, staff and external caller enquiries, appropriately transmitting messages to the correct person.

To accept and record all post and parcel deliveries to the CRF including patients samples.

To report and record maintenance problems within the facility to the Works Department.

To maintain a rolling stock of stationary and food/drink in the CRF. Making decisions independently about when to order new stock.

To act as fire warden for the floor.

Cross site working between Guys CRF site and St Thomas CRF site on a rota basis.

Support for Research

To provide training for all users and new staff on the use of the CRF Booking system (CRFManager).

To keep the CRF Booking System up to date ensuring all data is recorded accurately for the production of reports.

To manage The Over-volunteering Prevention system (TOPs) to ensure regulatory standards for patient safety are met.

To assist the Quality team with the maintenance and updating of the documentation system Q-Pulse.

Maintaining the CRF supply of study specific consumables and notifying others when items have expired e.g. laboratory kits.

Communication

Act as first point of contact for callers, visitors and deliveries to the department.

• Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.

Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.

General Office Duties

Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.

Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required.

Photocopying, collation and distribution of reports, correspondence, handouts etc.

Establish and maintain accurate and efficient filing systems.

Ensure the department is maintained and kept tidy at all times.

Covering front desk duties as required.

Reporting and monitoring any maintenance / facilities as appropriate.

• Undertake any other reasonable administrative duties necessary to support the smooth running of the service.

Person Specification

Qualifications/ Education

Essential

• Good general education with English and Maths to GCSE standard or equivalent
• NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g experience in administrative roles

Previous experience

Essential

• Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
• Experience working in a patient facing setting

Desirable

• Experience working in a similar NHS Research role

Skills/ Knowledge/ Ability

Essential

• Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
• Ability to work as part of a team as well as using own initiative
• Excellent organisational skills and attention to detail
• Confidence in making decisions when dealing with competing priorities
• Excellent command of English - both written and spoken
• Able to demonstrate excellent written English including grammar, punctuation and structuring written text
• Ability to work methodically in a busy environment and meet deadlines
• Ability to develop and maintain good working relationships with all levels of staff
• Ability to handle confidential and sensitive information appropriately

Desirable

• Knowledge of medical terminology
• Experience of working with hospital administration systems e.g. EPIC and hospital systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

Guy's Hospital

Clinical Research Facility, Fifteenth Floor Tower Wing, Guy's Hospital

London

SE1 9RT

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)