Research Project Records Clerk - Fixed Term until 30.06.25

Job description

Job responsibilities

Follow Trust and departmental processes and procedures to ensure a high quality, resource efficient and cost effective service is provided.

Retrieve and prepare documentation in line with departmental procedure; the research project records required to be scanned and saved to the EDGE online system.

Scan documentation using the departmental scanning devices and index the scanned image accordingly to ensure documentation is indexed to the correct research project record.

Undertake quality assurance processes to ensure documentation scanned and saved to the EDGE record is indexed correctly and legible ensuring any deficiencies or issues are rectified in a timely manner.

Undertake regular maintenance and cleansing of scanning devices to ensure devices are appropriately maintained and remain operational. Issues, faults or damages must be reported immediately.

Achieve a high standard of data quality when entering data in to the EDGE system or other departmental data capture processes.

Maintain accurate and up to date records of work undertaken on a daily basis to ensure departmental key performance indicators and contracts/written agreements can be monitored.

Liaise effectively with all members of the team and other staff to ensure efficient lines of communication are maintained at all times.

Maintain the integrity of the research project records in the Research Management & Support Office, the BIHR archive and other filing areas ensuring confidentiality and availability of research project records at all times.

Champion and comply with the Trusts Information Governance Policy and Research Management & Governance Policy.

Demonstrate and explain research project records related processes, practices and procedures to new and less experienced staff and support adoption of new processes within the team.

Participate in research project records departmental audits as required.

Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate member of the team.

Undertake photocopying, filing or other administrative tasks when required.

Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area.

Provide cover and support to the Clinical Research Facility reception function when required to support business continuity.

Participate and contribute to departmental meetings including objective setting and feedback discussions.

Maintain records (paper and electronic) in an accurate and timely manner.

Report information related incidents direct to the Research Support & Governance Manager immediately and ensure the Trust incident reporting process is followed.

Ensure that lifting and handling guidelines are adhered to and comply with all Health and Safety requirements.

Use transporting equipment safely in all areas of the BIHR for the transportation of research project records if required.

Follow and comply with departmental procedure documentation. When new procedures are implemented or existing documentation updated, become familiar with the changes.

Inform the PA to the Director of Operations (Research) if extra stock or stationary is required to maintain service delivery.

Undertake any other duties required by manager appropriate to the Grade and relevant to the role, being flexible to the needs of the service to support effective delivery of service, and support future changes of the Research Management & Support Office function.

Person Specification

Experience, Skills, Knowledge and Qualification

Essential

• Experience of working as part of a team
• Experience of working within an office environment
• Clerical experience and able to undertake duties including filing, photocopying, scanning, data entry, email, etc.
• Ability to handle confidential and sensitive information appropriately
• Ability to take initiative and work without regular prompting
• Excellent communication skills, both verbal and written
• Able to respond to changing priorities and workloads
• Knowledge of records management processes or systems (retrieval, filing, indexing, scanning, quality assurance, etc)
• Good attention to detail
• Understanding of Information Governance and Confidentiality
• Understanding of equality and diversity issues and how this affects patients, visitors and staff
• Understanding of what the NHS Constitution means to you, and your responsibilities to the public, patients and colleagues.
• Knowledge of and some experience in Microsoft Office applications (Word and Excel) and use of email and internet
• Willingness to undertake further training as required
• Minimum of 5 GCSEs (including Maths and English Grade C or above) OR EQUIVALENT

Desirable

• Awareness of legislation, standards and guidelines relating to records and information management
• Confident IT Skills including good word processing

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

Bradford Teaching Hospitals NHS Foundation Trust

Address

Bradford Royal Infirmary

Duckworth Lane

Bradford

BD9 6RJ

Employer's website

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