Senior Research Pharmacy Administrator

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Job overview

As a Research Pharmacy Administrator, you will provide data management and administrative support to our Pharmacy Clinical Trials team, which manages and supplies new and ground-breaking investigational treatments to patients via clinical trial study protocols, thereby supporting the world class research provided at University College London Hospitals.
We are looking for someone to join our team with excellent computer and organisational skills, with knowledge of the Microsoft Office suite (Word, Excel, PowerPoint, Sharepoint) and of using data to populate reports. If you have these skills and are looking for a job where you can make a difference to patient care whilst learning about research delivery and digital health, then we would welcome your application.
This vacancy would suit an experienced administrator or someone with experience in a healthcare setting who is looking for a team that can provide a high level of mentoring and support on an on-going basis.
Why choose UCLH? The Trust has many opportunities available for future career aspirations, and in the Pharmacy Clinical Trials team we have an education and training lead who will ensure you are on the correct path for your career. Working at UCLH will give you a minimum of 27 days annual leave plus Bank Holidays. See our website below, which includes flexible working and staff discounts:
https://www.uclh.nhs.uk/work-with-us/why-choose-uclh

Main duties of the job

The post holder will coordinate the onboarding and amendments of clinical trials involving an investigational medicine.
You will be trained to maintain the portfolio of clinical trial amendments and documents on electronic systems, including our Quality Management system (Q-Pulse), in-house Clinical Trial Management System (CTMS) and e-files (Windows).
You will support with generating invoices for the Pharmacy fees charged by our team, by managing the invoice sections of CTMS and working with finance teams.
You will collect data for our dispensary services to create insight into our activity and support the smooth running of departmental meetings, through writing meeting notes and maintaining action trackers.
More generally, the postholder will work closely with the Pharmacy and Research teams across University College London Hospitals.

Working for our organisation

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)

• National Hospital for Neurology and Neurosurgery

• Royal National ENT and Eastman Dental Hospitals

• University College Hospital Grafton Way Building

• Royal London Hospital for Integrated Medicine

• University College Hospital Macmillan Cancer Centre

• The Hospital for Tropical Diseases

• University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found at https://www.nhsemployers.org/articles/pay-scales-202425

Come and be a part of the best NHS trust in England to work for, according to our staff*

UCLH top trust to work at in England - for the second year running! : University College London Hospitals NHS Foundation Trust

*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England - for the second year in a row.

UCLH top trust to work at in England - for the second year running! University College London Hospitals NHS Foundation Trust.

Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.

Person specification

Knowledge and Qualifications

Essential criteria

• Educated to Diploma level or equivalent.
• Extensive knowledge of Microsoft Office
• Extensive knowledge of developing and managing databases

Desirable criteria

• Demonstrates a working knowledge of clinical trials, Good Clinical Practice and how these impacts on pharmacy practice.

Experience

Essential criteria

• Extensive administration experience

Desirable criteria

• Experience of working in a hospital /NHS/social care environment

Values

Essential criteria

• Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving

Communication

Essential criteria

• Demonstrate good written, verbal and listening communication skills
• Ability to work within a team
• Ability to work on own and answer queries from customers
• Effective customer service skills e.g., Telephone technique, message taking
• Demonstrated ability to follow written and verbal instruction understanding the importance of following SOPs

Personal and People Development

Essential criteria

• Willing to produce a Personal Development Plan with Manager and work towards target each year

Responsibilities towards promoting Equality Diversity and Inclusion

Essential criteria

• Demonstratable understanding of the Equality, Diversity, and Inclusion and/or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Ensure the risk of infection to self, colleagues, patients, relatives and visitors is minimised by:

Essential criteria

• Being familiar with, and adhering to Trust policies and guidance on infection prevention and control.
• Completing all required training and education (both via e-learning and face to face) on infection prevention and control.
• Including infection prevention and control as an integral part of your continuous personal/professional development and included in your annual appraisal
• Taking personal responsibility so far as is reasonably practicable, in helping ensure that effective prevention and control of health care associated infections is embedded into everyday practice and applied consistently.

Specific Requirements

Essential criteria

• Ability to multi-task
• Excellent attention to detail.

At UCLH, we have a real 'One Team' ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.

We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.

Additionally, UCLH Arts and Heritage's staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.

We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.

We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.

Please note that if you are at present in a training position on the 2016 new junior doctor's contract and are applying for a Trust doctor role your salary will not be pay protected.

You will be placed on the appropriate point of the Trust Doctor pay scale based on your previous experience.

Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

Employer certification / accreditation badges

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

• Job Description (PDF, 564.4KB)
• Functional Requirements (PDF, 262.3KB)
• UCLH Values (PDF, 860.9KB)