Research Support Administrator

Job responsibilities

Main Duties

Work on own initiative managing and prioritising own workload, managing office systems, maintain databases, word processing of reports and filing specific to the Research team.

Prepare research-related paperwork and documents as required.

Arrange pathology sample shipment and electronic data to be sent for central review and reporting as required by research protocol.Identify and request patient tumour blocks and arrange shipment according to the study protocol.

Liaise with staff across the hospital for issues that relate to research.

Process documents and maintain records both for staff and research purposes.

To provide support as requested and to undertake any other appropriate duties as requested.

Ensure that all work is undertaken according to hospital polices and regulations governing clinical trials.

Reception

Act as first telephone contact for enquiries from staff, collaborators, and trial Stakeholders, utilising specialist knowledge of Research & Innovation to provide responses which are within the post holders scope of knowledge and ensuring that relevant personnel are informed as appropriate for further actions to be taken.

Manage outpatient clinic management on Camis to include arranging patient appointments, coordinating clinic availability, inputting new referral information.

Act as first point of contact for all visitors to the department.

To always act in a professional manner when dealing with patients, relatives and others involved in research from both within and outside the hospital.

Liaise with support departments such as pathology, medical records, and pharmacy to ensure the smooth running of clinical trials.

Assist staff and visitors with their enquiries.

Office Administration

Support the research trial teams with day-to-dayadministration including: -

To support in study set-up, study initiation, monitoring visits, site audits and study close down meetings carried out by sponsoring organisations and authorities which govern clinical trials.

Assisting with Investigator Site File maintenance to ensure study essential documents are version controlled and are maintained according to regulatory requirements.

Liaising with study sites to arrange close down and archiving of study documents following trial closure.

Maintain and help to facilitate the process of archiving study documents.

Attend any relevant meetings regarding the implementation and conduct of clinical trials.

Work in line with the research protocol, International Conference of Harmonisation Good Clinical Practice and Research Governance guidelines and attend relevant training as requested.

Take responsibility for maintaining and managing (creating, storing and updating) spreadsheets of patient recruitment to studies and providing information from a recorded source.

Support members of the Research Team in the implementation and maintenance of research projects.

Attend meetings as appropriate for the purpose of accurate Minute taking and for information purposes as required.

Receive highly complex and sensitive information on trial patients managing accurate input of data into specialist databases/systems.

Maintaining an efficient and comprehensive administrative service, including but not restricted to preparing documentation packs, producing correspondence, photocopying, filing, scanning; providing support to the departments and other team members as requested.

Supporting audits and monitoring processes of research activity by internal and external verifiers.

Coordinate the availability of medical records for patient visits and assist in the filing of results/protocol paperwork in accordance with research policy.

Responsible for calculating patient expenses in line with study protocol and ensure ready for patient visit. Claim back Petty cash from Trial and Trust finance office on a regular basis and administering same.

Maintain stock control for clinical, stationery and all office supplies and order when needed.

Data Management

Work with the research teams to ensure timely and accurate clinical trial data is input into electronic forms and databases in addition to paper forms.

Accountable for accurate data entry and maintenance of research related spreadsheets.

Communicate effectively with sponsor company staff and other non-trust staff to ensure the smooth running of clinical trial data collection.

Work with the research team to resolve data queries.

Organise systems for systematic data collection.

Help facilitate the completion of questionnaires/data collection forms.

Identify gaps in the data collection for studies and communicate this to the research teams.

Use judgement in relation to completing demands for staff and resources.

Respond to change in line with the needs of the service.

Knowledge and Experience

Essential

• Experience of working within an office environment
• Proven competencies in current office practice /general office skills to include scanning/photocopying/filing
• Competent IT skills
• Use of emails and electronic calendars
• Minute taking experience
• Experience of using Microsoft Office Packages including Excel
• Experience of prioritising own workload
• Experience of calculating & issuing Petty Cash expenses and reclaiming back

Desirable

• Previous NHS experience
• Knowledge of International Conference on Harmonisation for Good Clinical Practice and relevant training
• Knowledge of Research Governance
• Knowledge of preparing Research related paperwork
• Knowledge of specialist R&D databases and systems e.g OpenClinica; REDcap

Skills and Abilities

Essential

• Experience of working in databases and spreadsheets together with accurate data entry and maintenance of same
• Able to maintain accurate and detailed records
• Ability to handle confidential patient related information as per Trust policies
• Able to exercise judgement and handle difficult and sensitive situations.
• Dealing with confidential issues
• Able to work as member of a team
• Proven interpersonal skills
• Proven communication skills - especially amongst own colleagues and other departments/companies via a number of methods e.g telephone/email
• Able to analyse situations from various data that is received
• Awareness of implications of confidentiality
• Able to travel around organisation footprint
• Able to work under pressure and sustain concentration to deal with unpredictable and possibly frequent interruptions
• Able to deal with confidential matters in a sensitive manner

Desirable

• Knowledge of medical terminology

Education, Training and Qualifications

Essential

• Good all-round general education to GCSE standard, including English Language and mathematics
• RSA Stage II or equivalent qualification

Desirable

• Audio Typing Stage II or equivalent

Personal Qualities and Attributes

Essential

• Flexible approach to work
• Good administration skills
• Works well with cross-functional teams
• Works on own initiative

Desirable

• Willingness and ability to travel to off-site meetings as required

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).