Research and Development Administrator

Job description

Job responsibilities

The post holder will be required to undertake daily administrative duties, keeping R&D Management System Database (EDGE) accurately up-to-date as well as assisting in the quarterly National Research for Health and Social Care Research (NIHR) database submissions. It will include, preparing the regular departmental newsletter, typing letters, emails and reports and organising meetings and taking minutes of the departmental meetings both within and external to the hospital. A very important aspect of the role is the maintenance of accurate, up-to-date and comprehensive records of both data on the EDGE system and within the research filing system (both electronic and manual).

The working week is preferably Monday to Wednesday but this could be flexible depending on the appointed post holder. The post is varied and consists of assisting the Lead Research Nurse, Research Nurses/Midwives and Clinical Research Practitioners on a day-to-day basis and liaising with the Associate Director of Research and Development, Trust Management and Researchers both internal and external to the Trust.

In addition, the post holder will be assisting the research staff for the Trust wide trial data collection and data cleansing on a monthly basis, from which internal and external reports will be compiled.

KEY RESPONSIBILITIES:

Communication & Relationships Skills:

The post holder will:

Liaise with all members of the multi-disciplinary team to support the senior administrators in ensuring the smooth and efficient running of trials.

To assist the Research staff in entering data for trials in a timely manner, as per study protocol, of a participant visit occurring.

Be required to provide and receive routine information orally, in writing or electronically.

To be a key point of contact for the Research teams providing and receiving routine information. To respond to external and internal telephone queries and referring calls to the relevant person.

To communicate and liaise verbally in writing or electronically with a range of internal staff

Assist with planning any meetings and take minutes as required, including trials team meetings

Assist in prepare and distribute newsletters

Knowledge, Training & Experience:

Knowledge of computer use and administrative systems.

Knowledge of web based data handling software and working with data spread sheets, which may be acquired through job training.

Knowledge in securing and dispatching medical records

Knowledge of the preparation of clinics prior to research participants visits according to the study protocol.

To provide support to the Research and Development Department with a range of administrative duties including faxing, scanning, room bookings, and stationery orders.

Training and experience in performing all research activities to ICH/GCP standards.

Maintain Patient and Research Confidentiality.

The post-holder will have knowledge of office procedures and demonstrate accuracy and attention to detail.

Excellent computer keyboard skills

Have a good standard of education and hold an NVQ2 in Administration or relevant equivalent experience.

To have the ability to use the internet and email competently.

To work as a team player, working flexibly.

To be familiar with the Trusts operating procedures for the conduct of clinical trials

Where appropriate, attend forums of communication within the organisation in order to promote collaborative working and gain information, support and guidance as required from within the network

Receive training in the use of the Trusts patient information and reporting systems

The post-holder must maintain mandatory training, keep records and complete their e-Roster in line with local policy.

Analytical & Judgemental Skills:

The post holder will:

Assist in the maintenance of essential documents within the Investigator Site files

Assist in preparing essential documentation for archiving.

Be able to make and receive telephone calls, handle enquiries competently, take clear messages, recognise urgencies and pass the messages on appropriately.

Assist in ensuring all documents to be reviewed and monitoring visits are sourced and available for review.

Assist the Research Team in the formulation of documentation and in preparation for ethical submission.

Assist in the collection and collation of trial data and completion of trial documentation in accordance with trial protocols.

The post-holder will be able to demonstrate judgement to deal with administration requests and enquiries efficiently.

Planning & Organisational Skills:

The post holder will:

Plan and organise straightforward tasks, some of which may be ongoing.

Be able to organise and plan own workloads.

Organise research staff to be available when monitoring visits are scheduled and arrange time with monitors.

Be able to work efficiently with other members of the team to ensure the smooth running of the Research Team. To communicate any problems to the senior research administrator.

Organise copies of materials and collation of information as requested by the Research Team.

Be able to liaise with Research Staff and arrange participant appointments according to protocol.

Operate and maintain effective filing and support systems.

Person Specification

Qualifications

Essential

• oThree GCSE grade A-C (or equivalent) in English, Maths & at least one other subject
• oWillingness to undertake essential training in-line with local policies and procedures

Desirable

• oGood Clinical Practice Training
• oRecognised administrative or secretarial qualifications, e.g. ECDL, RSA III

Experience

Essential

• Competent use of Microsoft Office applications; Word, Access, PowerPoint, Excel

Desirable

• Experience of working in research or as an administrator
• Previous NHS administrator experience

Knowledge

Essential

• Knowledge & understanding of the Trust's confidentiality, information governance and data protection policies

Desirable

• Understanding of the Trust's policies
• Understanding of the research application process
• Understanding of the data protection act

Personal Skills

Essential

• Excellent communication and interpersonal skills
• Good organisational skills
• Willingness to learn new skills and develop role in line with the needs of the service
• Prioritise work in line with expectations of role
• Produce work accurately to a high standard of presentation
• Work effectively with a wide range of people, including medical and nursing staff, R&D, pharmacy and other departments within the Trust
• Professional attitude to work
• Demonstrate enthusiasm and use initiative

Desirable

• Adaptability
• Ability to type quickly and accurately

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).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Bedford Hospital

Bedford

MK42 9UX

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)