Wolf Clinical Research Facility (CRF) Administrator

Wolf Clinical Research Facility (CRF) Administrator NHS AfC: Band 3

Main area: Children's Services

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Full time - 37.5 hours per week

Job ref: 196-RD269

Employer: Guy's and St Thomas' NHS Foundation Trust

Employer type: NHS

Site: Evelina London Children's Hospital

Town: London

Salary: £29,485 - £31,088 p.a. incl. HCA

Salary period: Yearly

Closing: 08/04/:59

We are looking for an experienced administrator to join our Research and Development Team (R&D), working front of house in our department at Wolf Clinical Research Facility (CRF), Evelina London Children's Hospital.

The post holder plays a key role in ensuring the R&D Department works effectively. You will provide the warm welcome on reception, receiving visitors/staff and answering the main reception desk telephone. You will be the information point for what is taking place ensuring that office facilities are well maintained and presented. In addition, you will provide both administrative assistance and customer service to all R&D staff. You will be required to communicate in a professional and courteous manner, be able to work within a team, providing cross cover for other departments when needed, as well as provide a broad range of support activities including all aspects of meeting management, assisting with events, procurement and finance activities. The role will require the individual to interact with staff and visitors from inside/outside R&D. It is an essential requirement that the post holder has the ability to plan and prioritise workload, meeting the essential deadlines and proactively manage the responsibilities of this position is a prerequisite for anyone wishing to apply for this role. The post holder should have experience of lone and team administrative work ideally in a health research setting.

Main duties of the job

• The Wolf CRF Administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the Wolf Clinical Research Facility, Evelina London Children's Hospital.
• The post holder is required to act as the first point of contact for service users of the R&D department's services and facilities.
• To provide an efficient and effective visitor management service.
• To ensure the security and operational policy is followed at all times.
• To meet and greet guests in a professional manner and take responsibility for directing visitors to the most appropriate members of staff or correct clinical room.
• To ensure all visitors are collected from reception or café area by relevant staff member.
• To carry out all the administrative duties required of the CRF Reception.
• To ensure the room booking policy is followed at all times.
• To carry out all room bookings and manage the room, desk and visitor management system on a day-to-day basis.
• To effectively manage the meeting room facilities and associated equipment.
• To set up meeting rooms in a timely manner.
• To identify and apply the correct room charges for each room booking.
• To coordinate CRF orientations / inductions for new starters.
• To coordinate security access requests.
• To collate leavers information, keys and security access cards and ensure records are updated and appropriate managers notified.
• To escalate housekeeping/cleaning issues/repairs to the appropriate Trust department.
• To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary.
• To process and keep accurate records of invoices and signed contracts related to the R&D administration team.
• To order and manage stationery, paper supplies and deliveries.
• To ensure that the floor 'set up' and 'close down' process is correctly completed on a daily basis.
• To collect and distribute post on a daily basis.
• To ensure medical supplies are sufficiently stocked on the CRF and to order replacement stock as required.
• To assist, arrange, set up meetings including minute taking for several regular meetings.
• To update and maintain accurate distribution lists, contact lists and databases.
• To respond to emails received in the generic R&D administration email account in a professional and timely manner.
• To professionally deal with telephone queries received by R&D Reception Services and direct them to the appropriate member of staff.
• To arrange and set up research team meetings and take minutes.
• To coordinate and run research conferences and events.
• To organise hospitality for research meetings, conferences or events when required.
• To follow the Standard Operating Procedures (SOPs) related to R&D Reception Services.
• To produce draft versions of SOP's for review before implementation.
• To maintain appropriate filing and information systems and ensure that all documents, information and records are accurate and readily available.
• To attend team meetings and ensure any issues are brought to the attention of the line manager.
• To undertake any other ad hoc duties commensurate with the post, as delegated by the line manager.
• The post holder is expected to work independently within clearly defined guidelines and processes, and adhere to all Trust policies.

Person specification Qualifications

• Educated to A Level or equivalent.
• Strong planning and organisational skills including the ability to manage multiple tasks.
• Experience working in a customer service setting.
• Ability to work as part of a team as well as using own initiative.

Experience

• Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first-class support service.
• Experience of maintaining a booking system (E.G EPIC).
• Experience of providing advice and guidance to the public.
• Experience in organising meetings, preparation and note taking.

Skills

• Experience in multi-tasking and managing own workload.
• Proficient with Microsoft Word, Excel and Outlook/ Experience in IT (able to troubleshoot).
• Flexible and adaptive approach to working.
• Excellent time management and planning skills.
• Able to build up positive working relationships and demonstrate team working skills.