Research Administrator/Data Co-ordinator

Job overview

The Research & Innovation Department at NUH is one of the focal points for clinical research in Nottingham and the East Midlands. Research is a top priority for the Trust in relation to establishing outstanding research infrastructure as well as in relation to the recruitment of participants into research studies. The broad ranging research portfolio includes our National Institute for Health Research (NIHR) Across our hospitals we have a network of research facilities that together form the NIHR Nottingham Clinical Research Facility (CRF) and Mobile Research Unit

An exciting opportunity is now available to join Research & Innovation. We have a vacancy for a Band 3 Administration Assistant/Secretary to join a small friendly team.

The post holder will provided a dedicated high-level support to the Senior Management Team of Research and Innovation

The post holder will work closely with another member of staff to ensure the smooth running of departmental Administration.

The post holder will be based at Queens Medical Centre campus, but travel to the City Campus and other locations may be required.

Main duties of the job

Duties would include the following – please see Job Description and Personal Specifications for a more details:

Assisting the Senior Management Team with Administration support including

• To support the Senior Management Team, take minutes at meetings and ensure that all papers, agenda and previous minutes are distributed in a timely manner
• Be responsible for arranging and supporting a range of administrative activities across R&I
• Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary
• To ensure that information about patients is kept confidential at all levels in accordance with Trust policy and the Data Protection Act, e.g. computers, files etc.
• To request Purchase orders and stock using Integra and the NHS Supply Chain, along with other ICT systems

Working for our organisation

Nottingham is one of 23 specialist clinical research facilities in England, bringing together the latest cutting-edge technology with world-leading clinical expertise. These facilities are accredited by the National Institute for Health Research (NIHR), the research arm of the NHS. This accreditation is an indication of the quality and excellence of our facilities and the teams of researchers, clinicians and scientists based here.

At the heart of the facilities in Nottingham is our expertise in translational Magnetic Resonance Imaging. Alongside substantial investments from UK research funding bodies, the NHS and the University of Nottingham, the Sir Peter Mansfield Imaging Centre is recognised internationally as a leading centre for translational research. The Centre combines the expertise and multidisciplinary skills of both Magnetic Resonance physicists and clinical academics.

Developing a new medicine requires a diverse range of expertise. The Nottingham CRF brings together the academic, clinical, NHS and industry expertise required to effectively deliver complex studies and early phase research.

Our facilities benefit from co-location with the East Midlands Major Trauma Centre, the Emergency Department and Intensive Care units at NUH, enabling us to deliver a diverse range of studies safely and with the support of world-leading clinicians.

Detailed job description and main responsibilities

• To support the operation of the Trust’s R&I function, including monitoring of the return of all R&I, BRC and CRF outcome measures.
• To support the Senior Management Team, take minutes at meetings and ensure that all papers, agenda and previous minutes are distributed in a timely manner
• Be responsible for arranging and supporting a range of administrative activities across R&I
• Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
• Support and facilitate R&I colleagues in completion and timely update of tasks
• Respond to any temporary day-to-day demand
• Keep personally updated and be able to advise others
• Receive and respond to enquiries adhering to Trust confidentiality guidelines at all time
• Distributing and opening in-coming mail timely and dealing with appropriately
• Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
• To ensure that the Administration Manager is kept informed of outstanding issues and tasks
• To help ensure that all data is inputted onto the relevant IT system(s) in a timely manner so that reports can be produced.
• To assist the Administration Manager and other colleagues to develop, implement and monitor appropriate systems
• To assist in producing reports on the outcome measures as required.
• To ensure that information about patients is kept confidential at all levels in accordance with Trust policy and the Data Protection Act, e.g. computers, files etc.
• To request Purchase orders and stock using Integra and the NHS Supply Chain, along with other ICT systems.
• To work within the Trust’s Procedures and Policies framework, collecting and reporting activity data as required by the Head of Research Operations.
• To ensure that the database and IT equipment (R&I, BRC and CRF) is maintained and faults reported immediately.
• To contribute to the management and development of R&I administrative systems.

Personal Specifications

Essential

Educated to GCSE level standard (or equivalent) including English Language and Mathematics.

Evidence of continuous Personal Development

Desirable

Strong numeric skills.

Essential

Proven experience of information handling and analysis gained in a work environment.

Experience of working within the NHS or similar environment.

Proficient knowledge of Microsoft Office packages and especially Excel.

Demonstrates experience of working within an administrative environment

Desirable

Experience of minute taking/ meeting support

Experience of purchase ordering

Essential

Excellent people skills. Ability to work with, and to influence, a wide range of people.

Experience in using database software, for managing, analysing and presenting information to a variety of audiences.

Proven written and verbal communication skills with different staff groups.

Promote an open friendly working environment

Able to discuss and share ideas with other colleagues

Desirable

Experience of working across several different teams

Essential

Ability to interpret data and identify any potential problems or issues.

Understanding of confidentiality issues.

Knowledge of health and safety requirements.

Knowledge of the Data Protection Act, Freedom of Information, the General Data Protection Regulation (GDPR) and other relevant legislation relating to data.

Ability to make judgements concerning their own workload

Desirable

Knowledge and understanding of research Governance in the NHS.

Knowledge of Department of Health / NIHR policy and guidance relating to performance standards, information returns and reporting definitions.

Broad understanding of relevant Government Research Strategies and implications for the Trust.

Essential

Attention to detail.

Ability to prioritise own workload and organise own day to day work activities

Ability to work under pressure to achieve competing priorities.

Ability to work alone as well as in a team

Being flexible and approachable to ensure tasks are achieved

Essential

Ability to use manual handling skills to transport documentation and equipment (laptop) in a safe manner.

Ability to work for long periods on a computer. Use of a keyboard on a daily basis

Ability to be able to manage long periods of concentration and pressured work.

Ability to travel as required to meetings both locally and nationally if necessary