Job summary
Are you an experienced and enthusiastic Administrator who is looking for a new challenge?
The Research & Innovation department has an exciting opportunity for a motivated, enthusiastic individual to support our growing team with their administration and office management.
You must be able to provide efficient administrative support and have excellent IT, keyboard and data inputting skills. You will also require strong interpersonal skills, be able to demonstrate initiative and the ability to prioritise and organise your workload effectively.
Responsibilities for this six month fixed term and full-time post include dealing with telephone and email enquiries, maintaining correspondence and spreadsheets and organising meetings and events, while you will also be supporting the team with specific research related activities. Don't worry if you do not have any experience working in clinical research, as full training will be given.
Interviews will be held via MS Teams and the vacancy may close early if there are enough applications received.
For any queries, please contact:
Amy Davis, Senior Clinical Research Practitioner on amy.davis14@nhs.net
Main duties of the job
The post holder will support the Research & Innovation team with all general administrative tasks relating to the work of the R&I team. Duties will include, but are not limited to: facilitating meetings, maintaining spreadsheets and databases, organising and preparing for training events, liaising with staff within and outside the department, filing, photocopying, answering telephone/email queries, ordering and general administrative duties as well as supporting the promotion of clinical research both internally and externally.
The Research and Innovation team at BCHFT are experienced in delivering a variety of studies from NIHR portfolio and non-portfolio trials to commercial trials including clinical trials of investigational medicinal products (CTIMPs). The Administration Assistant role will include a variety of administration tasks as outlined in the Job Description, supporting the Research Governance Manager, the Research Delivery Manager and the growing team.
About us
At Black Country Healthcare NHS Foundation Trust, we're building a high-calibre, diverse and inclusive mental health workforce. One that will give talented professionals like you the opportunity to shape an outstanding service that will transform community mental healthcare and deliver happier and healthier lives all across our communities.
The Trust is rated 'Good' from CQC (Care Quality Commission) and will become the lead provider for mental health services across The Black Country . We have recently invested in newly created clinical divisions and are currently developing new models of integrated primary and secondary care for adults and older adults, as well launching a far-reaching inpatient strategy, working to eradicate dormitories and building new facilities.
This ambitious model is multi-agency and multi-disciplinary, opening the door for you to work in a collaborative and flexible way with partners, service users, carers and their families.
Job description
Job responsibilities
GENERAL
- Provide administrative and research support to the R&I team
- Process enquiries by email, telephone or visitors, allocate to team members or respond as appropriate, actively ensuring the continued flow of information within the team
- Deal with R&I incoming and outgoing mail, including arranging courier collections
- Organise and coordinate meetings, including producing agendas and minutes, arrange rooms/MS Teams bookings, etc.
- Organise and assist in delivering events on patient and public involvement, training, conference events and road shows
- Organise and prepare for visits by trial monitors, inspectors and internal auditors
- Create, maintain and disseminate generic and study-specific leaflets, posters and other materials to promote research and specific research studies to clinicians, service users and the wider NHS and public community
- Check and maintain stationery, clinical, and research study supplies and re-order in a timely fashion
- Set up suppliers, raise purchase orders, invoices and other finance documents, using Trust systems. Liaise with the Finance team to chase outstanding payments
- Maintain petty cash, including the completion of petty cash documentation and reports
- Provide information/reports when requested
- Co-ordinate the maintenance of up-to-date records on the R&I internet and intranet pages
- Support the promotion of research engagement on social media platforms, including Facebook, Instagram and Twitter
- Maintain the team filing systems, both paper and electronic records
- Assist in accessing, entering and maintaining information relating to current services and key contact personnel within the Trust
- Set up and maintain an up-to-date contact database system
- Co-ordinate the R&I Lone Worker process and buddy system
RESEARCH
- Support R&I staff and participants along the research pathway, undertaking any duties which may be required from time to time, as are consistent with the responsibilities of the grade and the needs of the service
- To work in accordance with Good Clinical Practice (GCP) and research governance standards
- Deal with Service Evaluation enquiries and registration and non-Portfolio Research enquiries and approval
- Support the setup of new research studies, including setting up site files, localising research documents and setting up Site Initiation Visits
- Support the research amendments procedure, including localising amended documents, updating site files and destroying superseded documents
- Support the maintenance of accurate study records within the EDGE research project management system and further develop the utilisation of the EDGE system
- Raise concerns regarding patient safety or welfare to appropriate personnel straight away to obtain advice and support from members of the team
OTHER
- Prioritise and organise own workload in order to contribute to the efficiency and effectiveness of own and department workflow
- Contribute constructively to team meetings and offer views based on experience and knowledge.
- Promote a positive and professional image of the R&I team and activities
- Maintain a safe, secure and welcoming working environment for self, the R&I team and internal/external visitors
- Handle personal, sensitive (commercial and otherwise), confidential information in accordance with legislation and Trust procedures
- Willingness to travel across the Trust region if required
- Actively participate in Personal Developmental Review and supervision meetings to facilitate professional and personal development.
- Undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality R&I service
Job description
Job responsibilities
GENERAL
- Provide administrative and research support to the R&I team
- Process enquiries by email, telephone or visitors, allocate to team members or respond as appropriate, actively ensuring the continued flow of information within the team
- Deal with R&I incoming and outgoing mail, including arranging courier collections
- Organise and coordinate meetings, including producing agendas and minutes, arrange rooms/MS Teams bookings, etc.
- Organise and assist in delivering events on patient and public involvement, training, conference events and road shows
- Organise and prepare for visits by trial monitors, inspectors and internal auditors
- Create, maintain and disseminate generic and study-specific leaflets, posters and other materials to promote research and specific research studies to clinicians, service users and the wider NHS and public community
- Check and maintain stationery, clinical, and research study supplies and re-order in a timely fashion
- Set up suppliers, raise purchase orders, invoices and other finance documents, using Trust systems. Liaise with the Finance team to chase outstanding payments
- Maintain petty cash, including the completion of petty cash documentation and reports
- Provide information/reports when requested
- Co-ordinate the maintenance of up-to-date records on the R&I internet and intranet pages
- Support the promotion of research engagement on social media platforms, including Facebook, Instagram and Twitter
- Maintain the team filing systems, both paper and electronic records
- Assist in accessing, entering and maintaining information relating to current services and key contact personnel within the Trust
- Set up and maintain an up-to-date contact database system
- Co-ordinate the R&I Lone Worker process and buddy system
RESEARCH
- Support R&I staff and participants along the research pathway, undertaking any duties which may be required from time to time, as are consistent with the responsibilities of the grade and the needs of the service
- To work in accordance with Good Clinical Practice (GCP) and research governance standards
- Deal with Service Evaluation enquiries and registration and non-Portfolio Research enquiries and approval
- Support the setup of new research studies, including setting up site files, localising research documents and setting up Site Initiation Visits
- Support the research amendments procedure, including localising amended documents, updating site files and destroying superseded documents
- Support the maintenance of accurate study records within the EDGE research project management system and further develop the utilisation of the EDGE system
- Raise concerns regarding patient safety or welfare to appropriate personnel straight away to obtain advice and support from members of the team
OTHER
- Prioritise and organise own workload in order to contribute to the efficiency and effectiveness of own and department workflow
- Contribute constructively to team meetings and offer views based on experience and knowledge.
- Promote a positive and professional image of the R&I team and activities
- Maintain a safe, secure and welcoming working environment for self, the R&I team and internal/external visitors
- Handle personal, sensitive (commercial and otherwise), confidential information in accordance with legislation and Trust procedures
- Willingness to travel across the Trust region if required
- Actively participate in Personal Developmental Review and supervision meetings to facilitate professional and personal development.
- Undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality R&I service
Person Specification
Education / Qualifications
Essential
- Good standard of general education, i.e. grade C or above at GCSE or equivalent level, in Maths and English
Desirable
- Introduction to Good Clinical Practice certificate
Experience
Essential
- Experience of working in an administrative, clerical or secretarial role
- Experience of organising meetings and events
Desirable
- Experience of working within the NHS or other health and social care setting
- Experience of working within a clinical research setting
Knowledge / Skills
Essential
- Computer literate with excellent knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
- Ability to communicate effectively and professionally, verbally and in writing
- Ability to take, transcribe and disseminate meeting minutes
Desirable
- Ability to produce professional reports, presentations, promotional materials and other documents
- Knowledge of MS Office and MS Teams
Personal qualities
Essential
- An interest in working within clinical research
- Meticulous with an eye for detail
- Able to work autonomously and as part of a team
- Good organisational skills
Desirable
- Able to travel across the Trust region
Trust Behaviours
Essential
- Be compassionate, empathetic and caring to everyone
- Enable yourself and others to act with confidence and authority in order to achieve the best outcome for everyone
- Work with others. Be inclusive by understanding and valuing others to achieve the best results for everyone and everything we do
- Act with transparency and honesty; respect and value others to do the right thing at the right time for everyone.
Person Specification
Education / Qualifications
Essential
- Good standard of general education, i.e. grade C or above at GCSE or equivalent level, in Maths and English
Desirable
- Introduction to Good Clinical Practice certificate
Experience
Essential
- Experience of working in an administrative, clerical or secretarial role
- Experience of organising meetings and events
Desirable
- Experience of working within the NHS or other health and social care setting
- Experience of working within a clinical research setting
Knowledge / Skills
Essential
- Computer literate with excellent knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
- Ability to communicate effectively and professionally, verbally and in writing
- Ability to take, transcribe and disseminate meeting minutes
Desirable
- Ability to produce professional reports, presentations, promotional materials and other documents
- Knowledge of MS Office and MS Teams
Personal qualities
Essential
- An interest in working within clinical research
- Meticulous with an eye for detail
- Able to work autonomously and as part of a team
- Good organisational skills
Desirable
- Able to travel across the Trust region
Trust Behaviours
Essential
- Be compassionate, empathetic and caring to everyone
- Enable yourself and others to act with confidence and authority in order to achieve the best outcome for everyone
- Work with others. Be inclusive by understanding and valuing others to achieve the best results for everyone and everything we do
- Act with transparency and honesty; respect and value others to do the right thing at the right time for everyone.
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).
