Job summary
To work in a facilitative style to support the Primary Care Locality Manager and the wider CRN team, including local Agile Research Team, in optimising recruitment and training opportunities to General practices across Norfolk and Waveney. Supporting CRN nurses with administrative tasks such as setting up excel spread sheets, as required.
Main duties of the job
To provide full administrative support for the Primary Care Research Team and assistance to the local Agile Research Team with all aspects of research delivery.
About us
CRN Eastern is a part of the NIHR clinical research network (the research arm of the NHS) and aims to improve the speed, quality and integration of research, ultimately resulting in improved patient care.
This post supports the Clinical Research Network in the Eastern Region as part of the Primary Care Norfolk and Waveney Delivery Team.
Applicants should have a positive enthusiastic approach to working in a Primary and Community Care settings. All post holders are required to adhere to the Trust's Behaviour Framework in the undertaking of their duties.
In addition, we offer a comprehensive training programme and on-going support, actively encouraging continuing professional development.
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Job description
Job responsibilities
- Management of (on a monthly basis and working with the CRN research nurses) a newsletter covering some of the Nurse assisted studies showing recruitment figures and graphs where available.
- Managing the distribution of study information to relevant practices for their consideration. Managing the practices responses, answering questions and linking the practice to the study teams. Proactively follow up study roll out and chase replies both autonomously and from time to time under instruction.
- To maintain an electronic contacts list for the CRN Primary Care Research Team associated with general practices.
- To prioritise incoming paperwork and emails, letters and documentation for the Primary Care Locality Manager and wider CRN team. Reporting concerns and perceived priorities to Primary Care Locality Manager.
- Management and control of the CRN Operations Meeting dates and times on a monthly basis and making sure it is put in all the CRN teams schedule, design and produce the agenda, take notes, type them up afterwards and then disseminate to the CRN team
- Management and control of GP Forum events dates and times with GP practices (Max 6 per year), design the flyers and distribute to all Norfolk and Waveney practices, take bookings and confirm places, design and distribute the agenda to attendees accordingly.
- Management of Good Clinical Practice in Primary Care training in Norfolk and Waveney (max 4 per year), design the flyers and agenda and distribute to GP practices and connect to core CRN for booking on training NIHR sites. Make sure that all relevant handouts are available on the day for either virtual or face to face training.
- Displaying good communication skills with stakeholders and suppliers (GPs) and following up outstanding complex queries. Communication skills demonstrated by telephone, email and face to face using polite and friendly style, work well under pressure and displays diplomacy skills.
- Working proactively to identifying gaps in optimal communication channels and suggesting and implementing solutions.
- Promote research business through developing and maintain positive and sensitive communication with stakeholders.
- Manage outlook diary for Primary Care Locality Manager and co-ordinate nurse diaries to optimise nurse availability to maximise patient recruitment.
- To organise and maintain an up-to-date filing system used by the CRN.
- Support the RSI Support manager with the role out of contract offer and other related project work, as required. Close liaison regarding study acceptance by practices and training/GP Forum attendance.
- Helping to facilitate change within the team and optimising communication from the team lead to the CRN team and research suppliers.
- Work with all team members in the collection of information for performance reporting on relevant team projects
- Ensure all urgent and/or confidential communications are received and distributed from/to the relevant parties in a timely manner.
- To arrange travel arrangements and accommodation for events, conferences and meetings for the Primary Care Locality Manager and CRN team, as required.
- Demonstrates duties to new starters and allocates works to others
- To carry out other relevant duties as specified by the Primary Care Locality Manager
- To manage all CRN incoming telephone calls as appropriate and deal with them either by delegating or referring calls to other staff in the Research Office or answering queries in person or email using own initiative. Identifying the priority of messages and highlighting the urgency.
- To produce accurate letters, minutes, reports, Excel spread sheets and presentation work, as required for senior management, in accordance with strict deadlines for CRN.
- To ensure CRN/NIHR databases (EDGE, Google) are kept up to date.
- To carry out the administration for seminars (including training sessions) and workshops run by the Research Office, liaising with other departments as necessary (e.g. Room bookings, IT, Catering), and managing the delegate booking arrangements.
- To monitor and order office equipment including stationery, IT and furniture. This involves the completion of purchase requisitions, researching costs and liaising with the Purchasing department.
- To disseminate publicity posters and flyers, etc and place them on the appropriate notice boards. Liaise to advertise appropriately, using wider network advertising.
- To support the research design lead in decision making events and feasibility work to practices and managing responses.
Job description
Job responsibilities
- Management of (on a monthly basis and working with the CRN research nurses) a newsletter covering some of the Nurse assisted studies showing recruitment figures and graphs where available.
- Managing the distribution of study information to relevant practices for their consideration. Managing the practices responses, answering questions and linking the practice to the study teams. Proactively follow up study roll out and chase replies both autonomously and from time to time under instruction.
- To maintain an electronic contacts list for the CRN Primary Care Research Team associated with general practices.
- To prioritise incoming paperwork and emails, letters and documentation for the Primary Care Locality Manager and wider CRN team. Reporting concerns and perceived priorities to Primary Care Locality Manager.
- Management and control of the CRN Operations Meeting dates and times on a monthly basis and making sure it is put in all the CRN teams schedule, design and produce the agenda, take notes, type them up afterwards and then disseminate to the CRN team
- Management and control of GP Forum events dates and times with GP practices (Max 6 per year), design the flyers and distribute to all Norfolk and Waveney practices, take bookings and confirm places, design and distribute the agenda to attendees accordingly.
- Management of Good Clinical Practice in Primary Care training in Norfolk and Waveney (max 4 per year), design the flyers and agenda and distribute to GP practices and connect to core CRN for booking on training NIHR sites. Make sure that all relevant handouts are available on the day for either virtual or face to face training.
- Displaying good communication skills with stakeholders and suppliers (GPs) and following up outstanding complex queries. Communication skills demonstrated by telephone, email and face to face using polite and friendly style, work well under pressure and displays diplomacy skills.
- Working proactively to identifying gaps in optimal communication channels and suggesting and implementing solutions.
- Promote research business through developing and maintain positive and sensitive communication with stakeholders.
- Manage outlook diary for Primary Care Locality Manager and co-ordinate nurse diaries to optimise nurse availability to maximise patient recruitment.
- To organise and maintain an up-to-date filing system used by the CRN.
- Support the RSI Support manager with the role out of contract offer and other related project work, as required. Close liaison regarding study acceptance by practices and training/GP Forum attendance.
- Helping to facilitate change within the team and optimising communication from the team lead to the CRN team and research suppliers.
- Work with all team members in the collection of information for performance reporting on relevant team projects
- Ensure all urgent and/or confidential communications are received and distributed from/to the relevant parties in a timely manner.
- To arrange travel arrangements and accommodation for events, conferences and meetings for the Primary Care Locality Manager and CRN team, as required.
- Demonstrates duties to new starters and allocates works to others
- To carry out other relevant duties as specified by the Primary Care Locality Manager
- To manage all CRN incoming telephone calls as appropriate and deal with them either by delegating or referring calls to other staff in the Research Office or answering queries in person or email using own initiative. Identifying the priority of messages and highlighting the urgency.
- To produce accurate letters, minutes, reports, Excel spread sheets and presentation work, as required for senior management, in accordance with strict deadlines for CRN.
- To ensure CRN/NIHR databases (EDGE, Google) are kept up to date.
- To carry out the administration for seminars (including training sessions) and workshops run by the Research Office, liaising with other departments as necessary (e.g. Room bookings, IT, Catering), and managing the delegate booking arrangements.
- To monitor and order office equipment including stationery, IT and furniture. This involves the completion of purchase requisitions, researching costs and liaising with the Purchasing department.
- To disseminate publicity posters and flyers, etc and place them on the appropriate notice boards. Liaise to advertise appropriately, using wider network advertising.
- To support the research design lead in decision making events and feasibility work to practices and managing responses.
Person Specification
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous experience in research
Desirable
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- Recognised typing qualifications (minimum RSA II or equivalent)
- All Microsoft Office suite/EDGE training/ODP proficient/Google Drive
- IT qualification e.g. ECDL or equivalent
Knowledge and Experience
Essential
- Significant previous administrative and/or secretarial experience including initiating and maintain office systems
Desirable
- Knowledge of NHS issues
- Previous experience of working in a research support environment in the NHS
- Working knowledge of computer database
Skills and Abilities
Essential
- Thorough competency in use of Windows-based computer software, and advanced skills in Word. Working knowledge Excel and database packages and email
- Excellent oral communication skills, with helpful telephone manner and ability to communicate with a broad range of people
- Able to work without close supervision
- Ability to work on own initiative, prioritise and organise own workload appropriately with ability to approach work in a calm and methodical manner
- Ability to establish and maintain good working relationships within a busy team in an open-plan office environment
- Customer Care skills including diplomacy and empathy
- Ability to work under pressure and to deadlines
- Ability to undertake Mail Merge
- Understanding and full awareness of the need for confidentiality and how information and data should be handled in a confidential manner
Desirable
Training and Professional Development
Essential
- Willingness to undertake any relevant training courses, e.g. training for research database, minute writing course
- To undertake induction and mandatory training as required, including ICH GCP training
- To maintain knowledge of new and updated software through familiarisation or formal training as required
Person Specification
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous experience in research
Desirable
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- Recognised typing qualifications (minimum RSA II or equivalent)
- All Microsoft Office suite/EDGE training/ODP proficient/Google Drive
- IT qualification e.g. ECDL or equivalent
Knowledge and Experience
Essential
- Significant previous administrative and/or secretarial experience including initiating and maintain office systems
Desirable
- Knowledge of NHS issues
- Previous experience of working in a research support environment in the NHS
- Working knowledge of computer database
Skills and Abilities
Essential
- Thorough competency in use of Windows-based computer software, and advanced skills in Word. Working knowledge Excel and database packages and email
- Excellent oral communication skills, with helpful telephone manner and ability to communicate with a broad range of people
- Able to work without close supervision
- Ability to work on own initiative, prioritise and organise own workload appropriately with ability to approach work in a calm and methodical manner
- Ability to establish and maintain good working relationships within a busy team in an open-plan office environment
- Customer Care skills including diplomacy and empathy
- Ability to work under pressure and to deadlines
- Ability to undertake Mail Merge
- Understanding and full awareness of the need for confidentiality and how information and data should be handled in a confidential manner
Desirable
Training and Professional Development
Essential
- Willingness to undertake any relevant training courses, e.g. training for research database, minute writing course
- To undertake induction and mandatory training as required, including ICH GCP training
- To maintain knowledge of new and updated software through familiarisation or formal training as required
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.
