Job summary
An exciting opportunity has arisen for an enthusiastic, organised and motivated individual to join the Clinical Research Directorate. This Administration Assistant role will be based at the Clinical Ageing Research Unit at the Campus for Ageing and Vitality and will provide a comprehensive efficient and effective reception service. As part of the clinical research secretarial team, the postholder will also contribute to the team by providing administrative and clerical support.Clinical Research is the scientific study of health and the prevention, diagnosis, and treatment of illness. At Newcastle Hospitals, clinical research happens within most clinical specialties, wherever patients are seen and cared for.Clinical research can make a real difference to health outcomes. Not only is it important for advancements in treatment, but it has been proven that patients cared for in a research-active organisation have better outcomes.In an average year we recruit around 13,000 research participants into a broad range of research studies and trials. We're proud of our world-leading reputation for research excellence and how we're making a difference across our communities.We offer our staff unique learning opportunities that enable them to fulfil their role and maximise their potential.
- Interview Date Friday 10 January 2025
- 37 Hours 30 Minutes/Week
NO AGENCIES PLEASE
Main duties of the job
The post holder will have a varied role requiring good communication and time management skills to work independently in managing the Reception area, dealing with requests and queries, as well as processing letters, documents and reports. They will get involved in projects that support research teams including planning, organising and completing activities to agreed deadlines with minimum supervision. This could include administration of new strategies or systems, maintain or retrieving information from databases, assisting with production of reports, undertaking surveys and audit as well as regular routine admin and clerical tasks.This role has lots of variety and ad-hoc demands and post holders must be flexible to the needs of the service. This is an opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training will be given.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
- Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
- Act as an ambassador for clinical research
- Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
Job description
Job responsibilities
- Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
- Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
- Act as an ambassador for clinical research
- Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
Person Specification
Qualifications & Education
Essential
- NVQ level 3 (or equivalent qualification/experience)
- GCSE English Language or equivalent at grade 4 or above
Knowledge & Experience
Essential
- Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
- Working knowledge of General Data Protection Regulation (GDPR)
Desirable
- Experience of working in a research environment
- An understanding of research terminology
- Knowledge and understanding of NIHR systems
- Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
- Experience of organising diaries, meetings, calendars and groups and allocation of resources
- Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
- Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
- Ability to work within relevant policies and procedures
Person Specification
Qualifications & Education
Essential
- NVQ level 3 (or equivalent qualification/experience)
- GCSE English Language or equivalent at grade 4 or above
Knowledge & Experience
Essential
- Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
- Working knowledge of General Data Protection Regulation (GDPR)
Desirable
- Experience of working in a research environment
- An understanding of research terminology
- Knowledge and understanding of NIHR systems
- Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
- Experience of organising diaries, meetings, calendars and groups and allocation of resources
- Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
- Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
- Ability to work within relevant policies and procedures
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).
