Assistant Research Administrator

Job overview

Research and Development has an opportunity for an enthusiastic Clinical Trials Administrator to work within the Haematology Research team at University Hospitals Plymouth NHS Trust.

The Haematology research team has an extensive portfolio of research covering both malignant and non-malignant haematology in both commercial and non-commercial trials, Phases I – III. The role will be to effectively support in the delivery of these studies.

We are looking for a dynamic, engaging and committed individual who is looking for a new challenge. You will be working in a very busy enthusiastic and supportive team who will also support any training needs.

For further information please contact:

Nicola Crosbie

Specialist research Nurse

[email protected]

01752 431043

Main duties of the job

The post-holder will work with the research team to provide administrative and clerical support for all aspects of research study delivery across an extensive portfolio of clinical trials.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Working for our organisation

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

1. Assist the clinical research team in co-ordinating a portfolio of studies.
2. Participate in Good Clinical Practice (GCP) training and ensures GCP compliance of self and team.
3. Support the team in on-going study coordination including:

• Conducting site file maintenance to ensure study essential documents are version controlled and maintained according to regulatory requirements.
• Update quality systems to record study information and enrolled patients details.
• Coordinate and prepare documents for patient visits.
• Respond to patients/carers telephone calls (who may at times be distressed) tactfully and professionally.
• Book trial specific investigations and procedures.
• Welcome patients to clinic appointments and prepare refreshments if required. Collecting prescriptions or investigation results.

1. Assist in study close out procedures including:

1. Support internal audit and monitoring.
2. Support appropriate studies within PHNT/UHP and its partner organisations as appropriate.

1. Take a leading role in providing all aspects of general administration and clerical work for the clinical research team including but not exclusively:

• Document preparation
• Taking phone calls
• Booking appointments
• Email and fax correspondence
• Completing letter templates
• Maintaining databases & Data Entry Filing
• Patient records requests and collection
• Gaining signatures
• Electronic Diary management and coordination
• Reception duties

1. Provide meeting support by coordinating room bookings.
2. Contribute to service development by participating in admin team meetings.
3. Adhere to Standard Operational Procedures and policies without supervision.
4. Prioritise a busy workload and manage multiple tasks when frequently interrupted.
5. Provide cover during periods of absence for other administrator assistants.
6. Undertake all mandatory training and take part in personal development reviews.
7. Treat all persons encountered during the course of duties with respect and courtesy and maintain a standard of conduct which best represents the clinical trials team and the Trust.
8. Recognise the importance of and contribute to maintaining the health, safety and security of staff and patients.

Contribute to Patient and Public Involvement and Engagement activities across the department.

1. Responsible for ensuring study and office supplies are sustained by highlighting stock requirements.
2. Responsible for collecting and handling petty cash and travel expense claims for patients.
3. Responsible for liaising with other Trust departments to ensure that equipment is suitably maintained and in good working order.

1. To take part in regular performance appraisal

Person specification

Qualifications

• GCSEs including English and Mathematics grades A-C/4-9 (or equivalent level of qualification) or equivalent demonstrable experience
• NVQ Level 2 in Business and Administration or equivalent demonstrable experience

• Good Clinical Practice Training

Knowledge and experience

• Excellent organisation skills.
• Proven working knowledge of Microsoft office packages (spreadsheets, databases, word processing and e-mail)
• Proven ability to communicate with staff and patient.
• Proven ability to prioritise workload to respond to changing demands
• Excellent telephone manner and written communication
• Demonstrable administrative or clerical experience

• Proven understanding of the clinical research process including Good Clinical Practice
• Demonstrable clinical research experience
• Previous employment in a healthcare setting.

Aptitude and Abilities

• Enthusiastic, motivated and committed to developing a professional service
• A flexible approach to work and the needs of the service

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.