Administrative Assistant (XN04)

Job description

Job responsibilities

The Administrative Assistant will be part of the Pharmacy Clinical Trials team providing a high level of administrative support to ensure efficient operating of the functions within the Pharmacy Clinical Trials Team, including research contracts management.

You will produce documents and analyse and collate information in different formats e.g. Word, Excel and PowerPoint whilst managing own workload whilst using your initiative to adhere to time scales and deadlines. You will seek to identify and offer solutions to problems and areas for improvement.

The post holder will:-

Update and maintain the tracker for managing Clinical Trials income and expenditure

Maintain and update review tracker for managing trial set ups

Place orders and raise invoices

Provide admin support and coordination for the Pharmacy Clinical Trials team

Review contract amendments and CDAs

Provide administrative support and coordination of activities for the Pharmacy Clinical Trials team

Support system and process improvements

Maintain the Clinical Trials team and amendments email inboxes

Manage finance and set-up documents in appropriate folders on Oneform, SharePoint and on EDGE

Preparing accurate minutes, chase actions and collating papers for distribution

Work autonomously on projects within the job role seeking guidance as required.

Arranging meetings and events

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.

Identify problems and areas for improvement and offer solutions.

Supporting staff and managing training records to ensure everyone is up-to-date with GCP training.

Use own initiative and judgement where appropriate, providing outcomes and solutions from a range of options for research delivery teams and other members of staff in the Pharmacy Clinical Trials team

Deals with complex enquiries, investigating and researching matters thereby providing appropriate information/guidance and advice, escalating issues to relevant senior staff.

Liaises with external contacts/organisations and with internal colleagues to access appropriate information/advice as required to fulfil the role, including chasing parties for contractual agreements and invoice payments.

Work on your own, manage your own workload and use your initiative to adhere to timescales and deadlines.

Ability and experience to carry out administrative duties such as filing, faxing, cash handling, photocopying, mail handling, diary management and arranging meetings.

Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required.

Ability to analyse and collate data and use it to produce reports and newsletters and update the Clinical Trials team intranet page.

Collate appropriate clinical trial workload statistics and performance monitoring data on a regular monthly basis.

Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.

Work flexibly.

Willing to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.

To work autonomously on projects within the job role seeking guidance as required.

Person Specification

Experience

Essential

• Previous experience of working in an administrative role
• A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train colleagues where appropriate.
• Well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.

Desirable

• An understanding of the process of managing income and expenditure
• Aware of the Data Protection Act and Confidentiality in relation to the role

Qualifications

Essential

• GCSE (or equivalent) English Language grade C or above
• A willingness to undergo training and new skills

Desirable

• Appropriate typing/IT qualification or equivalent.

Skills & behaviours

Essential

• Excellent organisational skills with the ability to work both independently and as part of a team
• Able to effectively manage a variety of tasks with possibly competing deadlines
• Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and systems

Desirable

• Ability to prioritise own workload

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.

Certificate of Sponsorship

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

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)