Job summary
The clinical trials team at King's College Hospital are inviting applications for a clinical trials administrator to work alongside the clinical trials team on an exciting portfolio of commercially and non-commercially funded and investigator led studies in liver diseases.
The successful applicant will be an enthusiastic and motivated individual who will be responsible for assisting the liver research team with a variety of administrative tasks as well as ensuring confidential and sensitive information is kept secure.
Previous experience working within the area of clinical trials would be desirable but applicants with other experience that may be applied to this setting would be considered. Administration skills, IT skills, prioritisation and organisational skills along with excellent communication are essential for this role. You must also demonstrate the ability to manage your own work load effectively in a busy environment.
The post is initially funded for 12 months with the possibility of renewal if funding continues to be available.
Main duties of the job
The post holder will be responsible for the provision of an effective administrative service to the agreed members of the Liver Research Team. The post holder will ensure confidential and sensitive information is kept secure.
The post holder will work independently and follow the policies and procedures for the division. The post holder will also be expected to use their own initiative and keep line manager and senior colleagues informed.
This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills.
The post holder will ensure consistent and professional administrative support to the Liver Research Team. This will require flexibility, the use of initiative and a very high degree of organisational skills.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
The trust-wide strategy Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
- Administrative
- Responsible for the organization and maintenance of filing systems within the Department; inputting information/patient activity onto any computerized systems and ensuring accurate retrieval and distribution of information.
- Responsible for sending letters to patients and managing the referral database.
- The nature of the job requires the post holder to be dealing with confidential and sensitive information related to patients and staff. The post holder will ensure this information is kept confidential and secure in line with Trust policies.
- Managing the patient referral database, contact patients and keeping the logs up to date.
- To assist in ad-hoc tasks to support various developments, projects and events within the team.
- Secretarial
- Responsible for anticipating secretarial needs of and for supporting the agreed members of the research team. This will include arranging meetings, ordering and collecting patient notes, travel and general diary management.
- Responsible for undertaking typing of both routine and complex letters and reports that may contain some medical terminology tables and graphs. Assist with the preparation of presentations. This may also involve occasional audio typing.
- Responsible for taking, transcribing and circulating minutes of formal meetings as required and within the agreed timeframe.
- Deal with telephone and face to face enquiries, initiating action as appropriate
- General photocopying and collating of documents
- Booking taxis and couriers for staff, patients and packages when required
- Finance
- To be responsible for ordering consumables as instructed by staff using the Trust computerised system, non-stock paper system and/or any other local arrangement. Ensure accuracy of the orders and liaise with the Procurement department to ensure timely and correct delivery of the goods.
- To be responsible for maintaining adequate stocks of stationery, ordering when necessary, to ensure the sooth running of the department.
- Assist with the maintenance of any administrative system aimed at controlling income and expenditure (i.e. petty cash) and patient travel expense claims
- Personal Development
- Actively participate in personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KAD procedures.
- Develop a clear understanding of the service and the role. Also able to provide cover for colleagues in the area when necessar
- General
- Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary
- The post holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital in addition to any specific risk management or clinical governance accountabilities associated with this post.
- The post holder will carry out their duties with due regard to the Trusts Equal Opportunities Policy, Standing Financial Instructions, the requirements of the Departmental Quality system and other relevant Policies of the Trust
- To maintain satisfactory personal performance and quality standards and to achieve where possible objectives agreed in the Annual Staff Appraisal system.
- To ensure compliance with the Health & Safety at Work Act of 1974 and all other relevant legislation, national and Trust policies and procedures.
- To ensure that acceptable standards of data protection are maintained in accordance with the Data Protection Act 1984 and to observe and maintain confidentiality of patient records and staff information. The post holders attention is also drawn to the Computer Misuse Act 1990.
- All employees of Kings College Hospital are required to carry out their duties with due regard to the Fair Access Policy and respect the cultural beliefs and customs held by clients and staff.
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties may change over time and this description may be subject to review after discussion with post holder
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
- Administrative
- Responsible for the organization and maintenance of filing systems within the Department; inputting information/patient activity onto any computerized systems and ensuring accurate retrieval and distribution of information.
- Responsible for sending letters to patients and managing the referral database.
- The nature of the job requires the post holder to be dealing with confidential and sensitive information related to patients and staff. The post holder will ensure this information is kept confidential and secure in line with Trust policies.
- Managing the patient referral database, contact patients and keeping the logs up to date.
- To assist in ad-hoc tasks to support various developments, projects and events within the team.
- Secretarial
- Responsible for anticipating secretarial needs of and for supporting the agreed members of the research team. This will include arranging meetings, ordering and collecting patient notes, travel and general diary management.
- Responsible for undertaking typing of both routine and complex letters and reports that may contain some medical terminology tables and graphs. Assist with the preparation of presentations. This may also involve occasional audio typing.
- Responsible for taking, transcribing and circulating minutes of formal meetings as required and within the agreed timeframe.
- Deal with telephone and face to face enquiries, initiating action as appropriate
- General photocopying and collating of documents
- Booking taxis and couriers for staff, patients and packages when required
- Finance
- To be responsible for ordering consumables as instructed by staff using the Trust computerised system, non-stock paper system and/or any other local arrangement. Ensure accuracy of the orders and liaise with the Procurement department to ensure timely and correct delivery of the goods.
- To be responsible for maintaining adequate stocks of stationery, ordering when necessary, to ensure the sooth running of the department.
- Assist with the maintenance of any administrative system aimed at controlling income and expenditure (i.e. petty cash) and patient travel expense claims
- Personal Development
- Actively participate in personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KAD procedures.
- Develop a clear understanding of the service and the role. Also able to provide cover for colleagues in the area when necessar
- General
- Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary
- The post holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital in addition to any specific risk management or clinical governance accountabilities associated with this post.
- The post holder will carry out their duties with due regard to the Trusts Equal Opportunities Policy, Standing Financial Instructions, the requirements of the Departmental Quality system and other relevant Policies of the Trust
- To maintain satisfactory personal performance and quality standards and to achieve where possible objectives agreed in the Annual Staff Appraisal system.
- To ensure compliance with the Health & Safety at Work Act of 1974 and all other relevant legislation, national and Trust policies and procedures.
- To ensure that acceptable standards of data protection are maintained in accordance with the Data Protection Act 1984 and to observe and maintain confidentiality of patient records and staff information. The post holders attention is also drawn to the Computer Misuse Act 1990.
- All employees of Kings College Hospital are required to carry out their duties with due regard to the Fair Access Policy and respect the cultural beliefs and customs held by clients and staff.
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties may change over time and this description may be subject to review after discussion with post holder
Person Specification
Education and Qualifications
Essential
- GCSE A-C grade in English or equivalent
Knowledge and Experience
Essential
- Previous administrative experience.
- ECDL or proven equivalent experience in MS Office, email and Internet browsers
- Advanced keyboard use
Desirable
- Knowledge of medical terminology
- Knowledge of clinical trial activity
Skills and Competencies
Essential
- Excellent communication skills in English written and verbal
- Able to work under pressure within a co-operative multi-disciplinary team-based working environment
- Excellent problem solving skills
- Effective in managing own time
- Able to plan and organise ongoing activities
- Able to prioritise and re-organise schedule if needed
- Able to effectively accommodate ad hoc demands to existing workload
- Able to exchange confidential sensitive or contentious information following clear guidelines
- Able to contribute to team working and to develop good working relationships
- Able to demonstrate tact and diplomacy
- Able to work without supervision and use own initiative
- Able to concentrate even with frequent interruptions and unpredictable working pattern
- Neat, tidy and able to portray a professional image
Person Specification
Education and Qualifications
Essential
- GCSE A-C grade in English or equivalent
Knowledge and Experience
Essential
- Previous administrative experience.
- ECDL or proven equivalent experience in MS Office, email and Internet browsers
- Advanced keyboard use
Desirable
- Knowledge of medical terminology
- Knowledge of clinical trial activity
Skills and Competencies
Essential
- Excellent communication skills in English written and verbal
- Able to work under pressure within a co-operative multi-disciplinary team-based working environment
- Excellent problem solving skills
- Effective in managing own time
- Able to plan and organise ongoing activities
- Able to prioritise and re-organise schedule if needed
- Able to effectively accommodate ad hoc demands to existing workload
- Able to exchange confidential sensitive or contentious information following clear guidelines
- Able to contribute to team working and to develop good working relationships
- Able to demonstrate tact and diplomacy
- Able to work without supervision and use own initiative
- Able to concentrate even with frequent interruptions and unpredictable working pattern
- Neat, tidy and able to portray a professional image
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
King's College Hospital NHS Foundation Trust
First Floor, Coldharbour Works 245A Coldharbour Lane Brixton, London SW9 8RR
London
SE5 9RS
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)
