Job summary
- To provide an effective and quality administrative service to the Joint Research Office (Trust)
team, to meet the requirements of a national service, adhering to deadlines and targets.
- To
review, maintain and deliver research finance administrative functions that enhance the
collection and recording of research activity, in line with service performance management.
- To maintain accurate financial records and perform financial transactions which adhere to
ICH Trust policies and guidelines.
Main duties of the job
General Administrative
- Provide full research financial admin support to the Clinical Research
Operations Manager and R&D Account Manager.
- Build and maintain templates for tracking commercial trials activity.
- Using software such as organisational databases and Microsoft packages.
- Set up and maintain effective filing systems.
- Participate in taking minutes for departmental meetings when necessary.
- Photocopy, fax and scan documents.
- Provide effective and efficient data collection timely.
- Maintaining Clinical Trial record
systems.
- Co-ordinate the ordering of supplies using the electronic
NHS supply chain system.
- Organise travel and accommodation for Researchers and their teams.
Financial Administrative
- Maintain accurate financial records as part of the Trial Master File and electronically.
- Liaise with Research staff to ensure patient
travel/expenses reimbursements are processed timely.
- Accurately complete internal recharges.
- Liaise with Pharmaceutical Companies
and Trusts to ensure ICHT is receiving payment according to agreed contract terms and investigate financial queries in relation to disputed
invoices or pending payments.
- Ensure that invoices comply with audit requirements, are forwarded to Accounts
Payable.
- Complete account reconciliations, reviewing income and expenditure transactions
to support General Ledger balances.
- Update and reconcile patient attendance trackers for invoicing purposes.
- Create and maintain income shares for clinical trials and distribute income
accordingly.
About us
Imperial College Healthcare NHS Trust Values
We are absolutely committed to ensuring that our patients have the best possible experience
within our hospitals. We are looking for people who are committed to delivering excellent
patient care, whatever their role, and who take pride in what they do. We place a high value
on treating all patients, customers and colleagues with respect and dignity, and seek people
who strive for excellence and innovation in all that they do.
We value all of our staff and aim to provide rewarding careers and benefits, fulfilling work
environments and exciting opportunities.
As an organisation we expect everyone to
- Kind - We are considerate and thoughtful, so you feel respected and included.
- Collaborative - We actively seek others views and ideas, so we achieve more together.
- Expert - We draw on our diverse skills, knowledge and experience, so we provide the
best possible care.
- Aspirational - We are receptive and responsive to new thinking, so we never stop
learning, discovering and improving.
Job description
Job responsibilities
General Administrative
- To provide full research financial administrative support to the Clinical Research
Operations Manager and R&D Account Manager. This includes ensuring that
research financial documents and correspondence are prepared accurately and sent
to the appropriate agency.
- To build and maintain templates for tracking commercial trials activity, invoicing,
pharmacy, patient attendance, travel, tissue bank retrieval, archiving of trial files,
award letters, and facility fees.
- To provide high quality comprehensive support function ensuring effective standards
of quality and equality to the team, including an effective, responsive customer
service to telephone callers to the office.
- To provide an effective and efficient quality word processing support, utilising
software such as organisational databases and Microsoft packages including Word
and Excel.
- To undertake all administrative duties on Clinical Trial files, including recording,
updating and maintaining client details.
- To set up and maintain effective filing systems, including the appropriate
maintenance of Clinical Trial files both paper and electronic.
- To participate in taking minutes for departmental meetings when necessary.
- To photocopy, fax and scan documents internally and externally as requested.
- To provide effective and efficient data collection that is completed timely, ensuring
appropriate audit and monitoring systems are in place to maintain accurate data
input.
- To be responsible for initiating, developing and maintaining Clinical Trial record
systems ensuring all of the statutory and organisational requirements for their
maintenance, safekeeping and disposal are adhered to at all times.
- To be responsible for the day to day processing of an effective and sensitive
customer service when dealing with External Agencies via telephone calls and
correspondence.
- To co-ordinate the ordering of stationery and research supplies using the electronic
NHS supply chain system.
- To organise travel and accommodation for Researchers and their teams as required.
Financial Administrative
- To maintain accurate financial records as part of the Trial Master File and electronically
(complete and concise audit trail).
- To liaise with Research Nurses and Research Co-ordinators to ensure patient
travel/expenses reimbursements are processed in a timely manner according to
agreed contract terms.
- To adhere to Trust policy when raising invoice requests and credit note requests.
- To accurately complete internal recharges.
- To liaise with Research Nurses, Research Co-ordinators, Pharmaceutical Companies
and Trusts to ensure ICHT is receiving payment according to agreed contract terms
(full economic recovery) and investigate financial queries in relation to disputed
invoices or pending payments.
- To adhere to Trust policy when processing staff expenses.
- To ensure that invoices comply with audit requirements, are forwarded to Accounts
Payable with the relevant cost centre and account code and are authorised in
accordance with the Scheme of Delegation.
- To complete account reconciliations, reviewing income and expenditure transactions
to support General Ledger balances.
- To update and reconcile patient attendance trackers for invoicing purposes.
- To create and maintain income shares for clinical trials and distribute income
accordingly.
Other duties
- Provide cover for colleagues as appropriate.
- Assist in producing ad hoc reports and in project work.
- To undertake any other duties as required, in line with grade and level of responsibility.
- Training/Education to new staff members and internal departments on R&D processes.
- Provide supervision, training and support to new starters of the R&D Department,
delegating task where necessary.
- To ensure confidentiality in accordance with organisational guidelines at all times.
Job description
Job responsibilities
General Administrative
- To provide full research financial administrative support to the Clinical Research
Operations Manager and R&D Account Manager. This includes ensuring that
research financial documents and correspondence are prepared accurately and sent
to the appropriate agency.
- To build and maintain templates for tracking commercial trials activity, invoicing,
pharmacy, patient attendance, travel, tissue bank retrieval, archiving of trial files,
award letters, and facility fees.
- To provide high quality comprehensive support function ensuring effective standards
of quality and equality to the team, including an effective, responsive customer
service to telephone callers to the office.
- To provide an effective and efficient quality word processing support, utilising
software such as organisational databases and Microsoft packages including Word
and Excel.
- To undertake all administrative duties on Clinical Trial files, including recording,
updating and maintaining client details.
- To set up and maintain effective filing systems, including the appropriate
maintenance of Clinical Trial files both paper and electronic.
- To participate in taking minutes for departmental meetings when necessary.
- To photocopy, fax and scan documents internally and externally as requested.
- To provide effective and efficient data collection that is completed timely, ensuring
appropriate audit and monitoring systems are in place to maintain accurate data
input.
- To be responsible for initiating, developing and maintaining Clinical Trial record
systems ensuring all of the statutory and organisational requirements for their
maintenance, safekeeping and disposal are adhered to at all times.
- To be responsible for the day to day processing of an effective and sensitive
customer service when dealing with External Agencies via telephone calls and
correspondence.
- To co-ordinate the ordering of stationery and research supplies using the electronic
NHS supply chain system.
- To organise travel and accommodation for Researchers and their teams as required.
Financial Administrative
- To maintain accurate financial records as part of the Trial Master File and electronically
(complete and concise audit trail).
- To liaise with Research Nurses and Research Co-ordinators to ensure patient
travel/expenses reimbursements are processed in a timely manner according to
agreed contract terms.
- To adhere to Trust policy when raising invoice requests and credit note requests.
- To accurately complete internal recharges.
- To liaise with Research Nurses, Research Co-ordinators, Pharmaceutical Companies
and Trusts to ensure ICHT is receiving payment according to agreed contract terms
(full economic recovery) and investigate financial queries in relation to disputed
invoices or pending payments.
- To adhere to Trust policy when processing staff expenses.
- To ensure that invoices comply with audit requirements, are forwarded to Accounts
Payable with the relevant cost centre and account code and are authorised in
accordance with the Scheme of Delegation.
- To complete account reconciliations, reviewing income and expenditure transactions
to support General Ledger balances.
- To update and reconcile patient attendance trackers for invoicing purposes.
- To create and maintain income shares for clinical trials and distribute income
accordingly.
Other duties
- Provide cover for colleagues as appropriate.
- Assist in producing ad hoc reports and in project work.
- To undertake any other duties as required, in line with grade and level of responsibility.
- Training/Education to new staff members and internal departments on R&D processes.
- Provide supervision, training and support to new starters of the R&D Department,
delegating task where necessary.
- To ensure confidentiality in accordance with organisational guidelines at all times.
Person Specification
Experience
Essential
- Minimum 1 year experience of developing and managing administrative systems.
- Minimum 1 year experience of managing spreadsheets and databases.
Desirable
- Previous experience within an NHS setting.
- Knowledge of accounting principles, procedures and practices.
Qualifications
Essential
- Degree or equivalent experience
Desirable
- Basic Accounting qualification
- * RSA 3
- * ECDL
Skills/Abilities
Essential
- Significant experience in dealing with personal/commercially sensitive data and information.
- Proven track record of successful working with different staff groups.
- Has attention to detail, able to work accurately, identifying errors quickly and easily.
- Has a planned and organised approach with an ability to prioritise their own workload.
Desirable
- Working experience in financial processes and procedures.
- Experience of developing and delivering efficient systems including quality management and monitoring systems.
- Track record of achievement in the development and delivery of improved services.
- Computer literate with an ability to use the required systems/office packages.
Communication Skills
Essential
- Ability to work collaboratively with colleagues.
- Ability to deal with staff and external parties in a courteous, professional and helpful manner.
Person Specification
Experience
Essential
- Minimum 1 year experience of developing and managing administrative systems.
- Minimum 1 year experience of managing spreadsheets and databases.
Desirable
- Previous experience within an NHS setting.
- Knowledge of accounting principles, procedures and practices.
Qualifications
Essential
- Degree or equivalent experience
Desirable
- Basic Accounting qualification
- * RSA 3
- * ECDL
Skills/Abilities
Essential
- Significant experience in dealing with personal/commercially sensitive data and information.
- Proven track record of successful working with different staff groups.
- Has attention to detail, able to work accurately, identifying errors quickly and easily.
- Has a planned and organised approach with an ability to prioritise their own workload.
Desirable
- Working experience in financial processes and procedures.
- Experience of developing and delivering efficient systems including quality management and monitoring systems.
- Track record of achievement in the development and delivery of improved services.
- Computer literate with an ability to use the required systems/office packages.
Communication Skills
Essential
- Ability to work collaboratively with colleagues.
- Ability to deal with staff and external parties in a courteous, professional and helpful manner.
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.
