Job summary
We have an exciting new opportunity for a Senior Research Administrator to support the NIHR Manchester Clinical Research Facility (CRF) team in the Research & Innovation division at The Christie NHS Foundation Trust.
You will join our growing CRF team providing general administrative and diary support to senior managers and will be responsible for co-ordinating our trials review process. The post-holder will be expected to work in a professional and confident manner interacting with staff across the Trust at all levels, and be able to handle confidential and sensitive issues appropriately. We are looking for an enthusiastic, self-motivated and proactive team player who can work flexibly with the needs of the service, and take their own initiative in this high profile and busy environment. Clear communication and a good eye for detail are essential, as are strong organisation and IT skills. Previous experience working in a research environment within the NHS would be advantageous, but all training will be provided as needed.
Main duties of the job
You will actively contribute to the performance of the team by ensuring you provide administrative support in a proactive, timely and efficient manner. You will help us to maintain our status as one of the leading CRFs in the country and have the chance to work with a team with extensive research experience. Your main duties will include:
Respond to emails in a timely and professional manner; forward and escalate matters as appropriate.Manage and prioritise own workload, maintaining open and clear communication with CRF staff and more widely within R&I to ensure effective working across the team and division.Schedule meetings, resolve appointment conflicts, and book meeting rooms.Formulate agendas, prepare, collate and distribute papers ahead of meetings; take clear, concise and accurate minutes that document decisions made and actions arising.Co-ordinate the CRF Trials Review process, ensuring all applications are downloaded, filed and tabled ready for weekly review.Accurate record keeping, track and review progress of each application, with all decisions documented and outstanding actions followed-up.Update R-Peak (clinical research management system) with queries arising and final review outcome.Raise purchase requisitions for goods and services; track and receipt items on arrival.Occasional reception duties acting as first point of contact for patients and visitors to the CRF.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% of our patients are referred from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early phase clinical trial units in Europe with over 400 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
The National Institute for Health Research (NIHR) Clinical Research Facility (CRF) at the Christie is one of six units which together comprise the NIHR Manchester CRF. We provide the infrastructure for the delivery of early phase experimental and translational research in oncology including first-in-human trials.
Job description
Job responsibilities
Administration & Co-ordination
- Manage and prioritise own workload, seek advice and support when required.
- Maintain open and clear communication with CRF staff at all levels, and more widely R&I to ensure effective working across the team and division.
- Respond to emails in a timely and professional manner; forward and escalate matters as appropriate.
- Identify and highlight areas within working processes and procedures that could improve service delivery.
- Create an inclusive working environment where diversity is valued, everyone can contribute, and ensure we meet our duty to uphold and promote equality.
- Support induction of new starters by ensuring appropriate access to systems and software.
- Arrange team events as required.
- Schedule meetings using appropriate software, resolve appointment conflicts, book meeting rooms and/or set up Teams; circulate calendar invites.
- Formulate agendas, prepare, collate and distribute papers as appropriate ahead of the meeting, take clear, concise and accurate minutes that document decisions made and actions arising; circulate minutes and rolling actions in a timely manner.
- Arrange meeting room layout, equipment, hospitality, greet visitors etc.
- Co-ordinate the CRF Trials Review process, ensuring all applications are downloaded, filed and tabled ready for weekly review.
- Liaise with research disease teams to ensure an effective and timely trials review process: organise their meeting slots, communicate and resolve queries arising in a timely manner.
- Accurate record keeping, track and review progress of each application, with all decisions documented and outstanding actions followed-up.
- Update R-Peak (clinical research management system) with queries arising and final review outcome.
- Raise purchase requisitions for goods and services (e.g. stationary, supplies, travel etc.) on Integra (NHS procurement system); track and receipt items on arrival; conduct research into new goods and services as directed.
- Support team members with conference bookings and planning travel.
- Assist in the development PowerPoint slides for internal and external meetings.
- Contribute to ad-hoc or planned project work with appropriate direction from senior staff.
- Create bespoke documents for the team such as leaflets and posters etc. using MS Office software.
- Assist with reporting maintenance requests and ensure they are dealt with in a timely manner, raise health & safety or other site issues appropriately keeping your line manager informed at all times.
Reception
- Occasional reception duties acting as first point of contact for patients and visitors to the CRF.
- Respond to all face-to-face interactions, incoming calls and emails in a timely and professional manner.
- Deal with enquiries some of which are complex and sensitive, acting on own initiative effectively and taking appropriate action.
- Ensure confidentiality is maintained at all times adhering to Trust Policies and Christie Values.
General
- Contribute to, and maintain, a positive working team environment
- Escalate issues or concerns as appropriate
- Attend and contribute to team meetings
- Be responsible for co-ordinating and updating relevant pages on the Research and Innovation Internet and Intranet (HIVE) sites
- Be proactive in relation to your own personal development; attend relevant mandatory training updates
- Undertake general office duties including photocopying, scanning, filing etc., as well as other administrative duties commensurate with level of the post.
Work flexibly around the needs of the service
Job description
Job responsibilities
Administration & Co-ordination
- Manage and prioritise own workload, seek advice and support when required.
- Maintain open and clear communication with CRF staff at all levels, and more widely R&I to ensure effective working across the team and division.
- Respond to emails in a timely and professional manner; forward and escalate matters as appropriate.
- Identify and highlight areas within working processes and procedures that could improve service delivery.
- Create an inclusive working environment where diversity is valued, everyone can contribute, and ensure we meet our duty to uphold and promote equality.
- Support induction of new starters by ensuring appropriate access to systems and software.
- Arrange team events as required.
- Schedule meetings using appropriate software, resolve appointment conflicts, book meeting rooms and/or set up Teams; circulate calendar invites.
- Formulate agendas, prepare, collate and distribute papers as appropriate ahead of the meeting, take clear, concise and accurate minutes that document decisions made and actions arising; circulate minutes and rolling actions in a timely manner.
- Arrange meeting room layout, equipment, hospitality, greet visitors etc.
- Co-ordinate the CRF Trials Review process, ensuring all applications are downloaded, filed and tabled ready for weekly review.
- Liaise with research disease teams to ensure an effective and timely trials review process: organise their meeting slots, communicate and resolve queries arising in a timely manner.
- Accurate record keeping, track and review progress of each application, with all decisions documented and outstanding actions followed-up.
- Update R-Peak (clinical research management system) with queries arising and final review outcome.
- Raise purchase requisitions for goods and services (e.g. stationary, supplies, travel etc.) on Integra (NHS procurement system); track and receipt items on arrival; conduct research into new goods and services as directed.
- Support team members with conference bookings and planning travel.
- Assist in the development PowerPoint slides for internal and external meetings.
- Contribute to ad-hoc or planned project work with appropriate direction from senior staff.
- Create bespoke documents for the team such as leaflets and posters etc. using MS Office software.
- Assist with reporting maintenance requests and ensure they are dealt with in a timely manner, raise health & safety or other site issues appropriately keeping your line manager informed at all times.
Reception
- Occasional reception duties acting as first point of contact for patients and visitors to the CRF.
- Respond to all face-to-face interactions, incoming calls and emails in a timely and professional manner.
- Deal with enquiries some of which are complex and sensitive, acting on own initiative effectively and taking appropriate action.
- Ensure confidentiality is maintained at all times adhering to Trust Policies and Christie Values.
General
- Contribute to, and maintain, a positive working team environment
- Escalate issues or concerns as appropriate
- Attend and contribute to team meetings
- Be responsible for co-ordinating and updating relevant pages on the Research and Innovation Internet and Intranet (HIVE) sites
- Be proactive in relation to your own personal development; attend relevant mandatory training updates
- Undertake general office duties including photocopying, scanning, filing etc., as well as other administrative duties commensurate with level of the post.
Work flexibly around the needs of the service
Person Specification
Qualifications
Essential
- oGCSE Maths level C or above, or equivalent
- oGCSE English level C or above, or equivalent
- oA-levels or equivalent diploma
Desirable
Experience
Essential
- oWorking as an office administrator or secretarial role in a complex organisation
- oWorking in an area where sensitivity and confidentiality are a high priority
- oPreparing agendas, taking clear minutes, identifying actions and following up to completion
- oDiary management and scheduling meetings
Desirable
- oExperience of working in a research environment
- oExperience of working in the NHS
Skills
Essential
- oComprehensive working knowledge of Microsoft Office (Word, Teams, Excel and Outlook)
- oClear written and verbal communication skills
- oTime management skills
- oAccuracy and attention to detail
- oEffective planning and organisational skills
- oDecision making and problem solving skills
- oSelf-motivated and proactive; able to multi-task and prioritise a diverse workload
- oProfessional manner with ability to engage in effective dialogue with individuals at all levels.
- oAbility to deal confidently with members of the public
- oCan work independently and as a member of the team
- oCalm and professional when under pressure-
Desirable
- oProject management experience
- oWorking with NHS systems (Integra, R-Peak etc.)
Knowledge
Essential
- oGood knowledge of IT systems, particularly Microsoft Office Suite
- oUnderstanding of confidentiality and Data Protection Act
- oCustomers (internal and external) and other stakeholders
- oOrganisation's policies and processes
Desirable
- oKnowledge of the NHS systems i.e., ESR
- oBusiness fundamentals
VALUES
Essential
- oProfessional approachable and helpful
- oHigh level of Integrity and able to maintain confidentiality
- oReliable and adaptable
- oMotivated and proactive. Commitment to and focused on quality, promotes high standards in all they do
- oCommitment to continuing professional development
OTHER
Essential
- oFlexible approach to working
- oSupporting every person however different to achieve their best
- oMaintain an awareness of information governance and information security
- oTake personal responsibility for your own Health and Safety at work
Desirable
- oInterest in healthcare
- oAwareness of research at The Christie
Person Specification
Qualifications
Essential
- oGCSE Maths level C or above, or equivalent
- oGCSE English level C or above, or equivalent
- oA-levels or equivalent diploma
Desirable
Experience
Essential
- oWorking as an office administrator or secretarial role in a complex organisation
- oWorking in an area where sensitivity and confidentiality are a high priority
- oPreparing agendas, taking clear minutes, identifying actions and following up to completion
- oDiary management and scheduling meetings
Desirable
- oExperience of working in a research environment
- oExperience of working in the NHS
Skills
Essential
- oComprehensive working knowledge of Microsoft Office (Word, Teams, Excel and Outlook)
- oClear written and verbal communication skills
- oTime management skills
- oAccuracy and attention to detail
- oEffective planning and organisational skills
- oDecision making and problem solving skills
- oSelf-motivated and proactive; able to multi-task and prioritise a diverse workload
- oProfessional manner with ability to engage in effective dialogue with individuals at all levels.
- oAbility to deal confidently with members of the public
- oCan work independently and as a member of the team
- oCalm and professional when under pressure-
Desirable
- oProject management experience
- oWorking with NHS systems (Integra, R-Peak etc.)
Knowledge
Essential
- oGood knowledge of IT systems, particularly Microsoft Office Suite
- oUnderstanding of confidentiality and Data Protection Act
- oCustomers (internal and external) and other stakeholders
- oOrganisation's policies and processes
Desirable
- oKnowledge of the NHS systems i.e., ESR
- oBusiness fundamentals
VALUES
Essential
- oProfessional approachable and helpful
- oHigh level of Integrity and able to maintain confidentiality
- oReliable and adaptable
- oMotivated and proactive. Commitment to and focused on quality, promotes high standards in all they do
- oCommitment to continuing professional development
OTHER
Essential
- oFlexible approach to working
- oSupporting every person however different to achieve their best
- oMaintain an awareness of information governance and information security
- oTake personal responsibility for your own Health and Safety at work
Desirable
- oInterest in healthcare
- oAwareness of research at The Christie
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.
