Job summary
An exciting opportunity has arisen at one of the leading NHS Hospital Trusts within the Directorate of Clinical Research.
We are looking to fill two posts;
1 x Full Time Permanent post
1 x Full Time Fixed Term 21 months from date of appointment post
The posts will be an integral part of the Secretarial Team providing administrative support to the Clinical Research Facility, Royal Victoria Infirmary, Clinical Ageing Research Unit at Campus for Ageing & Vitality site (CARU) and wider research teams.
The NIHR Newcastle Clinical Research Facility (NCRF) was established by the Newcastle upon Tyne Hospitals NHS Foundation Trust (NuTH) and the Newcastle University (NU) Partnership in 2005 and has been designated as an NIHR CRF since 2007. The NCRF delivers a broad range of experimental medicine studies and early phase clinical trials.
The primary aim of CARU is to facilitate the development of early assessment and intervention strategies targeted at age-associated degenerative conditions providing a high quality, patient-friendly environment for phase II-IV clinical studies in the older patients. Clinical trials related to dementia and Parkinson's are carried out in CARU and are supported by a high-quality research infrastructure and state-of-the-art facilities.
- Interview Date Friday, 31 May 2024
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
As part of the wider Secretarial Team, the post holders will contribute to a comprehensive efficient and effective administration and clerical service as part of the Clinical Research Secretarial Team.
The post holders will act as first point of contact to the unit(s) to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. They will receive and deal with incoming queries via reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure.
The post holders will have experience of admin procedures, with excellent communication skills & interpersonal skills and the ability to work without direct supervision.
The post holders will enjoy working in a busy environment as no two days are the same.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
An ability to work within a team is essential as you will be working closely with both clinical a non-clinical colleagues providing a comprehensive and efficient administrative/reception service, supporting a team of experienced Research Nurses.
The posts will form part of a small rotating between CARU and RVI as there will be an expectation to cross-cover colleagues during absences/work pressures across Clinical Research.
- Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal withqueries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
- Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
- Act as an ambassador for clinical research
- Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
An ability to work within a team is essential as you will be working closely with both clinical a non-clinical colleagues providing a comprehensive and efficient administrative/reception service, supporting a team of experienced Research Nurses.
The posts will form part of a small rotating between CARU and RVI as there will be an expectation to cross-cover colleagues during absences/work pressures across Clinical Research.
- Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal withqueries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
- Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
- Act as an ambassador for clinical research
- Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- NVQ level 3 (or equivalent qualification/experience)
- GCSE English Language or equivalent at grade 4 or above
Knowledge & Experience
Essential
- Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
- Working knowledge of General Data Protection Regulation (GDPR)
Desirable
- Experience of working in a research environment
- An understanding of research terminology
- Knowledge and understanding of NIHR systems
- Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
- Experience of organising diaries, meetings, calendars and groups and allocation of resources
- Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
- Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
- Ability to work within relevant policies and procedures
Person Specification
Qualifications & Education
Essential
- NVQ level 3 (or equivalent qualification/experience)
- GCSE English Language or equivalent at grade 4 or above
Knowledge & Experience
Essential
- Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
- Working knowledge of General Data Protection Regulation (GDPR)
Desirable
- Experience of working in a research environment
- An understanding of research terminology
- Knowledge and understanding of NIHR systems
- Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
- Experience of organising diaries, meetings, calendars and groups and allocation of resources
- Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
- Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
- Ability to work within relevant policies and procedures
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).
