Senior Research Administrator

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

Detailed job description and main responsibilities

DUTIES AND 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. Manage access to team drives.
• Arrange team events as required
• Act as lead user for seminar room AV equipment, ensure systems are fully operational, report and escalate faults, and support colleagues with use.
• Schedule meetings using appropriate software, resolve appointment conflicts, book meeting rooms and/or set up Teams; circulate calendar invites.
• Prepare, collate and distribute papers as appropriate ahead of meetings, take clear, concise and accurate minutes that document decisions made and actions arising; circulate minutes and rolling actions in a timely manner.
• 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: 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 on Integra or via NHS Supplies in line with NHS procurement procedures; track and receipt items on arrival.
• Communicate with suppliers to obtain quotes, confirm orders, and resolve delivery or invoicing queries.
• Support team members with conference bookings and planning travel.
• Circulate all staff emails and disseminate staff surveys as required.
• 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.
• Place and track tickets with Estates to ensure maintenance requests are completed 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 criteria

• GCSE Maths grade 4 (C) or above
• GCSE English grade 4 (C) or above
• A-levels or equivalent diploma

Desirable criteria

• ECDL or equivalent

Experience

Essential criteria

• Working as an office administrator or secretarial role in a complex organisation
• Working in an area where sensitivity and confidentiality are a high priority
• Taking clear minutes, identifying actions and following up to completion
• Purchasing & invoicing
• Scheduling meetings

Desirable criteria

• Working in a research environment.
• Working in the NHS

Skills

Essential criteria

• Comprehensive working knowledge of Microsoft Office (Word, Teams, Excel and Outlook)
• Clear written and verbal communication skills
• Time management skills
• Accuracy and attention to detail
• Effective planning and organisational skills
• Decision making and problem solving skills
• Self-motivated and proactive; able to multi-task and prioritise a diverse workload
• Professional manner with ability to engage in effective dialogue with individuals at all levels
• Ability to deal confidently with members of the public
• Can work independently and as a member of the team
• Calm and professional when under pressure

Desirable criteria

• Working with NHS systems (Integra, R-Peak, CareFlow etc.)
• Project management experience

Knowledge

Essential criteria

• Good knowledge of IT systems, particularly Microsoft Office Suite
• Understanding of confidentiality and Data Protection Act
• Customers (internal and external) and other stakeholders
• Trust policies and processes

Desirable criteria

• Knowledge of the NHS systems i.e. ESR
• Business fundamentals

OTHER

Essential criteria

• Flexible approach to working
• Supporting every person however different to achieve their best
• Maintain an awareness of information governance and information security
• Take personal responsibility for your own Health and Safety at work

Desirable criteria

• Interest in healthcare
• Awareness of research at The Christie

VALUES

Essential criteria

• Professional, approachable and communicative team player
• High level of integrity and able to maintain confidentiality
• Reliable and adaptable
• Commitment to and focused on quality, promotes high standards
• Commitment to continuing personal professional development and willingness to undertake training

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description & Person Specification (PDF, 202.0KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)