Job summary
PREVIOUS APPLICANTS NEED NOT APPLY
Pharmacy Clinical Trials Business Administrator - Band 4 - Permanent
Hello! My name is Lina and I am a Clinical Trials Pharmacy Team Manager for the Clinical Trials Pharmacy team in Oxford and I'm very excited to share this new and exciting career opportunity with you.
As a team manager I am privileged to manage and support our fantastic technical team of Pharmacy Technicians, Assistants, Practitioners and Apprentices as we provide support services to clinical trial research teams on all our Trust sites throughout Oxfordshire.
The Clinical Trials Pharmacy consists of Pharmacists, Technicians, Assistants, Practitioners and Apprentices. We work closely with research teams across the trust and external representatives. A suitable candidate recruited to this role will act as a support to Clinical Trials Pharmacists and technical team.
If you are interested in an informal discussion about the Pharmacy Clinical Trials Business Administrator role offered within our team then I would be very pleased to chat with you. You are more than welcome to call on the numbers below or even better, we can make an appointment for me to show you around and answer your questions. I look forward to hearing from you.
The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.
Main duties of the job
As a Pharmacy Clinical Trials Business Administrator in our team, you will have an extremely varied role.
You will provide efficient, effective and professional administrative and secretarial support to the Oxford University Hospitals (OUH) Pharmacy Clinical Trials Team including the Pharmacy Clinical Trials Aseptic Unit. The Pharmacy Clinical Trials Team works in an area with continuously developing and changing demands, which means that this role will require excellent interpersonal and communication skills and will involve working with colleagues across the organisation and in external organisations. The post holder requires a flexible approach with consistently high levels of attention to detail.
A successful candidate is required to possess:o NVQ Level 3 Diploma in Business Administration (OR equivalent, demonstrable experience- please contact recruiting manager prior to application)o Good general education to NVQ level 3 or equivalento GCSE Math and English at grade C / level 4 and aboveo Typing to RSA level 3, clear, concise typing skills and good use of the English Language
Applicants without these essential qualifications will not be considered.
Please make sure that you read the job description and person specification attached, and that your statement in support reflects this as your application will be judged against these criteria.
About us
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Job description
Job responsibilities
Core Role
To support all administrative activities across the team. To ensure appropriate supplies of office stationery and pharmacy clinical trials equipment are ordered via NEP system, to process invoices and maintain stock control of departmental stationery levels. Assist with servicing of meetings; arranging meetings, preparing agendas, booking rooms, providing handouts, minute taking (or transcribe dictation from audio/copilot as required). To help maintain database of staff within the team; including start dates and leave dates, GCP certification, GMP training and CVs. To help maintain Pharmacy Clinical Trials sharepoint pages so that information is current and up to date. To assist in data collection, data entry and analysis for monthly KPIs of the department. To help in the preparation for the induction of new staff; including generating training folders, timetables. To ensure administrative support is provided to training events in the department To provide administrative support to the recruitment process; arranging interviews, booking rooms, chasing references where required. To support management team with any administrative tasks required in relation to eRoster system. To support management team with any administrative tasks required in relation to NHSP. Sort and categorise incoming emails to the generic Pharmacy Clinical Trials email account. Sort incoming paper mail. To undertake photocopying or scanning of documents as required for example monthly temperature records. To arrange site-to-site and site-to-patient deliveries where required. To facilitate temperature mapping with OxPQA team and communicate this with the rest of the team. To support with administrative planning for internal audits and inspections as necessary for Pharmacy Clinical Trials including Clinical Trials Aseptic Services team. To assist in managing SOPs to track staff that have/have not read the relevant SOPs and follow up for signing. Assist the team with the administrative tasks involved in closing down studies. Oversee the co-ordination of lockers, draws and trays for staff within the pharmacy clinical trials team. To ensure security is maintained; ensuring previous staff badges are returned to security. Liaise with facilities, estates regarding maintenance and upkeep of the Pharmacy Clinical Trials areas on all sites. To support communication within the department. To ensure efficient filing systems are in place and documents are stored and destroyed in accordance with appropriate guidance. Identify improvements and make suggestions on how they can be implemented within the Pharmacy Clinical Trials Team. Ensure deadlines are met in a timely manner. Maintain confidentiality at all times. Showing initiative and common sense at all times. Keeping up to date with Trust Policies and Procedures and core training. Participate in annual value based appraisal Maintaining good knowledge of relevant systems within the department. Confident with verbal commiunication with all all levels of professions. Good language and grammar skills for written communication. To be confident and competent with a variety of computer software including Word, Excel, Outlook email and Calendar, SharePoint and other basic web design packages and publishing software. To confident using new computer systems following appropriate training. Other administrative and clerical duteries as requested by the Senior Clinical Trials Pharmacy Team and Associate Director of Pharmacy for Clinical Trials, Research and Manufacturing.
Job description
Job responsibilities
Core Role
To support all administrative activities across the team. To ensure appropriate supplies of office stationery and pharmacy clinical trials equipment are ordered via NEP system, to process invoices and maintain stock control of departmental stationery levels. Assist with servicing of meetings; arranging meetings, preparing agendas, booking rooms, providing handouts, minute taking (or transcribe dictation from audio/copilot as required). To help maintain database of staff within the team; including start dates and leave dates, GCP certification, GMP training and CVs. To help maintain Pharmacy Clinical Trials sharepoint pages so that information is current and up to date. To assist in data collection, data entry and analysis for monthly KPIs of the department. To help in the preparation for the induction of new staff; including generating training folders, timetables. To ensure administrative support is provided to training events in the department To provide administrative support to the recruitment process; arranging interviews, booking rooms, chasing references where required. To support management team with any administrative tasks required in relation to eRoster system. To support management team with any administrative tasks required in relation to NHSP. Sort and categorise incoming emails to the generic Pharmacy Clinical Trials email account. Sort incoming paper mail. To undertake photocopying or scanning of documents as required for example monthly temperature records. To arrange site-to-site and site-to-patient deliveries where required. To facilitate temperature mapping with OxPQA team and communicate this with the rest of the team. To support with administrative planning for internal audits and inspections as necessary for Pharmacy Clinical Trials including Clinical Trials Aseptic Services team. To assist in managing SOPs to track staff that have/have not read the relevant SOPs and follow up for signing. Assist the team with the administrative tasks involved in closing down studies. Oversee the co-ordination of lockers, draws and trays for staff within the pharmacy clinical trials team. To ensure security is maintained; ensuring previous staff badges are returned to security. Liaise with facilities, estates regarding maintenance and upkeep of the Pharmacy Clinical Trials areas on all sites. To support communication within the department. To ensure efficient filing systems are in place and documents are stored and destroyed in accordance with appropriate guidance. Identify improvements and make suggestions on how they can be implemented within the Pharmacy Clinical Trials Team. Ensure deadlines are met in a timely manner. Maintain confidentiality at all times. Showing initiative and common sense at all times. Keeping up to date with Trust Policies and Procedures and core training. Participate in annual value based appraisal Maintaining good knowledge of relevant systems within the department. Confident with verbal commiunication with all all levels of professions. Good language and grammar skills for written communication. To be confident and competent with a variety of computer software including Word, Excel, Outlook email and Calendar, SharePoint and other basic web design packages and publishing software. To confident using new computer systems following appropriate training. Other administrative and clerical duteries as requested by the Senior Clinical Trials Pharmacy Team and Associate Director of Pharmacy for Clinical Trials, Research and Manufacturing.
Person Specification
Essential Qualities
Essential
- NVQ 3 in Business Administration or equivalent, demonstrable experience
- Typing to RSA level 3, clear, concise typing skills and good use of the English Language
- Good general education to NVQ level 3 or equivalent
- GCSE Math and English at grade C / level 4 and above
- Previous experience of secretarial/administrative work
- Experience of developing, implementing and using administrative systems
- Experience of storing documentation electronically
- Experience of organising meetings
- Experience handling large volumes of emails and categorising them appropriately
- A willingness to undertake further training and development appropriate for role
- Flexible
- Reliable
- Highly developed organisational and time management skills
- Prioritaisation skilles: Proven ability to mange competing priorities and deadlines
- Can work on own and use own initiative
- Customer service skills
- Excellent interpersonal skill and team skills
- Discretion and personal integrity
- Ability to work in an environment with frequent interruptions
- Advanced keyboard use and touch typing
- Ability to record and relay information accurately
- Aligned to the Trust values
- Conducts themselves in a professional manner at all times
- Positive attitude to all tasks and stakeholders
- Staying professional and calm in stressful/difficult situations
- High level use of Microsoft 365 suite including Excel, Word, Outlook, Power Point, SharePoint database
- Experience of using various reporting/database systems to produce data reports
- Work Mon to Friday standard pattern
- Occasional week-end Saturday working with notice
- Ability to move between sites
Desirable
- Experience gained within NHS or public sector organisation
- Experience of close dealings with HR Advisors, Healthroster team and line managers
- Experience of managing simple databases
- Experience of assisting with the admin side of audits
- Clinical Trials Terminology knowledge
- Competent in setting up IT equipment i.e. laptops and projectors
- Able to think outside the box
- Use of Power BI
- Ulysses NHS reporting/ database systems
- NEPs procurement system
- Knowledge of Allocate Optima
Person Specification
Essential Qualities
Essential
- NVQ 3 in Business Administration or equivalent, demonstrable experience
- Typing to RSA level 3, clear, concise typing skills and good use of the English Language
- Good general education to NVQ level 3 or equivalent
- GCSE Math and English at grade C / level 4 and above
- Previous experience of secretarial/administrative work
- Experience of developing, implementing and using administrative systems
- Experience of storing documentation electronically
- Experience of organising meetings
- Experience handling large volumes of emails and categorising them appropriately
- A willingness to undertake further training and development appropriate for role
- Flexible
- Reliable
- Highly developed organisational and time management skills
- Prioritaisation skilles: Proven ability to mange competing priorities and deadlines
- Can work on own and use own initiative
- Customer service skills
- Excellent interpersonal skill and team skills
- Discretion and personal integrity
- Ability to work in an environment with frequent interruptions
- Advanced keyboard use and touch typing
- Ability to record and relay information accurately
- Aligned to the Trust values
- Conducts themselves in a professional manner at all times
- Positive attitude to all tasks and stakeholders
- Staying professional and calm in stressful/difficult situations
- High level use of Microsoft 365 suite including Excel, Word, Outlook, Power Point, SharePoint database
- Experience of using various reporting/database systems to produce data reports
- Work Mon to Friday standard pattern
- Occasional week-end Saturday working with notice
- Ability to move between sites
Desirable
- Experience gained within NHS or public sector organisation
- Experience of close dealings with HR Advisors, Healthroster team and line managers
- Experience of managing simple databases
- Experience of assisting with the admin side of audits
- Clinical Trials Terminology knowledge
- Competent in setting up IT equipment i.e. laptops and projectors
- Able to think outside the box
- Use of Power BI
- Ulysses NHS reporting/ database systems
- NEPs procurement system
- Knowledge of Allocate Optima
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.
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
Cross site: Churchill Hospital / John Radcliffe Hospital
Old Road
Oxford
OX3 7LE
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
