Job summary
An exciting opportunity for a Finance & Clinical Trials Assistant to join the Oncology & Haematology Clinical Trials department. The post holder will be responsible for providing administrative, invoicing and data management support to the Oncology & Haematology Clinical Trials (OHCT) Team. Individual will have experience of working in a clinical research/R&D/healthcare setting and have excellent organisational and interpersonal skills. Individual will be expected to exercise initiative, prioritising conflicting work demands, and efficiently communicate verbally and in writing, with a wide range of internal and external colleagues, exercising tact and diplomacy. The post holder will ensure confidential and sensitive information is kept secure, and that all work will be carried out in accordance with the Trust's policies and procedures.
Main duties of the job
- Responsible for day-to-day organisation of the OHCT Office, including handling mail, maintaining adequate stationery supplies and ordering business cards and furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise Purchase Order (PO) numbers for tissue block requests, lipase tests etc., as and when needed for research teams.
- Assist the service management team with the preparation of appropriate reports.
- Taking, transcribing and circulating minutes of formal meetings (Management, Risk & Incident, Steering Group Meeting, monthly Team Meetings etc.) as instructed within agreed timeframes.
- Organise travel & accommodation for patients who are on clinical trials and staff who are travelling on Trust Business appropriately
- Work with the Business Development Manager and Research Business & Finance Officer with quarterly commercial trial invoicing.
- Efficiently request per study invoices, carefully tracking all invoice requests.
- Assist with the ongoing invoicing process, ensuring accurate distribution of income to supporting departments and OHCT
- Update a per trial tracking system to ensure all commercial trials are invoiced for per quarter.
- Work with the KHP-CTO on updating any invoicing queries
- Assist the Business Development Manager in reconciling all invoice requests back into the OHCT account
- Invoice bi-annually for all non-commercial trial invoices
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best-known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high-quality care, clinical excellence, research and innovation.
We are among the UK's busiest and most successful foundation trusts, providing specialist services including heart and lung, cancer and renal care, alongside a full range of local hospital and community services for people in Lambeth and Southwark.
We have a strong tradition of clinical and scientific achievement and, as part of King's Health Partners, we are one of England's eight academic health science centres, bringing together world-class clinical services, teaching and research. We host a National Institute for Health Research biomedical research centre in partnership with King's College London, supported by dedicated clinical research facilities.
With around 22,700 staff, we are one of the largest NHS trusts in the country and a major local employer. We aim to reflect the diversity of the communities we serve and value partnerships with patients, local organisations, authorities, charities and GPs. We strive to recruit and retain outstanding staff, whose dedication ensures our services are safe, high-quality and patient-focused.
Job description
Job responsibilities
Office/Research Administration
- Responsible for day-to-day organisation of the OHCT Office, including handling mail, maintaining adequate stationery supplies and ordering business cards and furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise Purchase Order (PO) numbers for tissue block requests, lipase tests etc., as and when needed for research teams.
- Assist the service management team with the preparation of appropriate reports.
- Assist with the coordination of Good Clinical Practice (GCP) training and maintaining a current CV & GCP electronic folder.Ensure that all clinical trials documentation is effectively archived as required.
- Taking, transcribing and circulating minutes of formal meetings (Management, Risk & Incident, Steering Group Meeting, monthly Team Meetings etc.) as instructed within agreed timeframes.
- Organise travel & accommodation for patients who are on clinical trials and staff who are travelling on Trust Business appropriatelyResponsible for maintaining the monitor room (ie ensuring computers are logged off and the room is tidy, ensuring that the monitor has signed in and out and that the team have co signed)
Financial management
Work with the Business Development Manager and Research Business & Finance Officer with quarterly commercial trial invoicing.Efficiently request per study invoices, carefully tracking all invoice requests.Assist with the ongoing invoicing process, ensuring accurate distribution of income to supporting departments and OHCTUpdate a per trial tracking system to ensure all commercial trials are invoiced for per quarter.Work with the KHP-CTO on updating any invoicing queriesAssist the Business Development Manager in reconciling all invoice requests back into the OHCT accountInvoice bi-annually for all non-commercial trial invoicesKeep track of all trial team recharges with other departmentsDevelop and maintain an accurate record of all invoices, requisition forms and manpower returns.Process patient travel expenses, patient taxi and hotel expenses and invoice for reimbursement in a timely manner by liaising with the CRA/Sponsor
Trial Administration
Ensure that all OHCT clinical trial databases and logs are maintained which includes adding new studies and updating patient recruitment data on a monthly basis.Act as a back-up to the Imaging and Tissue Coordinator to ensure timely transfer of scans.Ensure the confidentiality of verbal, written and computerised information.
Quality Management
Facilitating the archiving process of studies along with the Quality ManagerWork with the Quality Manager to look after the equipment used to deliver trials (including arranging repair and servicing) and participating in temperature record keeping).Work with the Quality Manager to facilitate the Annual Management Review (collate data such as monitor visit / customer & staff feedback and prepare quarterly reports)Work with the Quality Manager to facilitate the Internal Monitoring System (IMS)Participate in the IMS system as an auditor (in particular auditing of monitor use of electronic health records).
General
Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary.The post holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital.The post holder will ensure acceptable standards of data protection are maintained in accordance with the Data Protection Act and will comply with all Trust Policies and Departmental policies and procedures.
Job description
Job responsibilities
Office/Research Administration
- Responsible for day-to-day organisation of the OHCT Office, including handling mail, maintaining adequate stationery supplies and ordering business cards and furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise Purchase Order (PO) numbers for tissue block requests, lipase tests etc., as and when needed for research teams.
- Assist the service management team with the preparation of appropriate reports.
- Assist with the coordination of Good Clinical Practice (GCP) training and maintaining a current CV & GCP electronic folder.Ensure that all clinical trials documentation is effectively archived as required.
- Taking, transcribing and circulating minutes of formal meetings (Management, Risk & Incident, Steering Group Meeting, monthly Team Meetings etc.) as instructed within agreed timeframes.
- Organise travel & accommodation for patients who are on clinical trials and staff who are travelling on Trust Business appropriatelyResponsible for maintaining the monitor room (ie ensuring computers are logged off and the room is tidy, ensuring that the monitor has signed in and out and that the team have co signed)
Financial management
Work with the Business Development Manager and Research Business & Finance Officer with quarterly commercial trial invoicing.Efficiently request per study invoices, carefully tracking all invoice requests.Assist with the ongoing invoicing process, ensuring accurate distribution of income to supporting departments and OHCTUpdate a per trial tracking system to ensure all commercial trials are invoiced for per quarter.Work with the KHP-CTO on updating any invoicing queriesAssist the Business Development Manager in reconciling all invoice requests back into the OHCT accountInvoice bi-annually for all non-commercial trial invoicesKeep track of all trial team recharges with other departmentsDevelop and maintain an accurate record of all invoices, requisition forms and manpower returns.Process patient travel expenses, patient taxi and hotel expenses and invoice for reimbursement in a timely manner by liaising with the CRA/Sponsor
Trial Administration
Ensure that all OHCT clinical trial databases and logs are maintained which includes adding new studies and updating patient recruitment data on a monthly basis.Act as a back-up to the Imaging and Tissue Coordinator to ensure timely transfer of scans.Ensure the confidentiality of verbal, written and computerised information.
Quality Management
Facilitating the archiving process of studies along with the Quality ManagerWork with the Quality Manager to look after the equipment used to deliver trials (including arranging repair and servicing) and participating in temperature record keeping).Work with the Quality Manager to facilitate the Annual Management Review (collate data such as monitor visit / customer & staff feedback and prepare quarterly reports)Work with the Quality Manager to facilitate the Internal Monitoring System (IMS)Participate in the IMS system as an auditor (in particular auditing of monitor use of electronic health records).
General
Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary.The post holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital.The post holder will ensure acceptable standards of data protection are maintained in accordance with the Data Protection Act and will comply with all Trust Policies and Departmental policies and procedures.
Person Specification
Qualifications/ Education
Essential
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience
Desirable
- BSC undergraduate degree
- GCP certificate
Previous experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience of financial management
- Experience in taking minutes at formal meetings.
- Experience in managing complex information or projects
Desirable
- Experience of working within the NHS
- Experience of working in a clinical research/R&D/healthcare environment
Skills/Knowledge/ Ability
Essential
- Competent in using Microsoft Office software
- Able to plan and organise ongoing activities and programmes - some of them complex
- Ability to demonstrate a flexible and highly organised approach with an eye for detail
- Effective in managing own time
- Ability to show initiative and work independently where appropriate
- Ability to communicate clearly and effectively within a team
- Ability to deal tactfully and efficiently with a wide range of people face-to-face and on the telephone e.g. visitors, medical staff, sponsors
- Ability and willingness to handle confidential information without compromising confidentiality or trust
Desirable
- Ability to demonstrate a proactive approach to programmes to improve work procedures and own personal development
Person Specification
Qualifications/ Education
Essential
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience
Desirable
- BSC undergraduate degree
- GCP certificate
Previous experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience of financial management
- Experience in taking minutes at formal meetings.
- Experience in managing complex information or projects
Desirable
- Experience of working within the NHS
- Experience of working in a clinical research/R&D/healthcare environment
Skills/Knowledge/ Ability
Essential
- Competent in using Microsoft Office software
- Able to plan and organise ongoing activities and programmes - some of them complex
- Ability to demonstrate a flexible and highly organised approach with an eye for detail
- Effective in managing own time
- Ability to show initiative and work independently where appropriate
- Ability to communicate clearly and effectively within a team
- Ability to deal tactfully and efficiently with a wide range of people face-to-face and on the telephone e.g. visitors, medical staff, sponsors
- Ability and willingness to handle confidential information without compromising confidentiality or trust
Desirable
- Ability to demonstrate a proactive approach to programmes to improve work procedures and own personal development
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.
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).
Additional information
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.
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).
