Job Description

Job Title: Research Administration Coordinator

Salary:Band 3

Responsible To: Research Manager

Hours: 20 hours

Key Relationships: 31 General Practices: 4PCN's, NIHR, RRDN, PLS, WL ICB, Central London Borough Team, Westminster City Council,

Bi-Borough (West London), Central and North West London NHS Foundation Trust (CNWL), Central London Community Healthcare NHS Trust (CLCH), One Westminster, Imperial College Health Partners

Who We Are

Healthcare Central London Ltd (HCL) is a federation of 31 General Practices and 4 Primary Care Networks (PCNS) in Westminster caring for more than 275,000 registered patients. We provide Community and Primary Care services to our local residents, in addition to a wide range of staffing, management and administrative support to our member practices. By working closely with our PCNs and other key partners, including the Local Authority and community Organisations, we help people to stay well and live healthier lives for longer.


We operate Federation-led services including Respiratory and Spirometry hubs; Community Cardiology; Community Dermatology; Community Diabetes service; Access E-hub and Enhanced Access and we support PCNs with managing their NWL single offer contract of services and the National Network DES contract, including ARRS roles.


We are proud to have a unique model of community-led care and support to tackle imbalances and inequality in the system called 'The Octopus' and takes us on a journey as part of the Westminster Integrated Neighborhood Team (INT)


We work collaboratively with other partners in the commercial sector including joint ventures; research and consultancy.

Our Approach

Our approach is to deliver exceptional assistance to our 31 General Practice members and to operate our NHS contracts in a manner that supports our Practices and their patients by providing services economically, locally, promptly and in a familiar environment.


Our employees work flexibly according to the needs of our customers, typically onsite at our practices, or hub sites including South Westminster Centre or at our office at Capital House near Edgeware Road tube station.

Our Purpose

Our purpose is to transform Health and Wellbeing in our communities. Our Vision


Our Vision is to be the Healthcare Provider of choice, rooted in primary care.

Our Values

For our practices, patients, teams and ecosystem we commit to be:


Compassionate: we listen respectfully, offer the opportunity for different viewpoints, and are kind to each other


Accountable: we work with integrity, taking accountability for our work to achieve the highest quality outcomes


Resilient: we listen and with this feedback, we constantly build and improve


Pioneering: we champion change, embrace creativity and promote innovation and new ways of thinking


Aspirational: we nurture and motivate so our people are enabled to reach their full potential

Role Summary

The Research Administration Coordinator will play a key role in supporting the operational and administrative aspects of health research at Healthcare Central London (HCL). Working closely with the Research Manager and Senior Research Facilitator, the post holder will coordinate participant recruitment and clinic logistics (e.g. support with processing patient reimbursements and purchase equipment/replenish stocks), manage study documentation, and support data collection and reporting efforts for bi-weekly and monthly research meetings. To ensure the smooth operation of research clinics, the Research Administration Coordinator will be responsible for monitoring and updating the HCL research clinical staff rota on SystmOne and other relevant platforms, as well as facilitating patient bookings.


This position is critical in facilitating research that improves patient care, health outcomes, and health system performance within the local community. To achieve this, the post holder will liaise with academic colleagues, the National Institute for Health Research (NIHR)-particularly the North London RRDN team-as well as Contract Research Organisations (CROs) and study sponsors to ensure effective and collaborative working relationships. Internally, the post holder will liaise with the Communications team on a weekly basis to share research updates, ensuring the wider HCL team and affiliated GP practices are informed of the latest developments and research opportunities. They may also be required to update content on the HCL intranet and the research page of the main website. Furthermore, the post holder will liaise with community clinics within HCL and externally, as well as with tertiary partners, to facilitate clinical examination bookings and support participant identification activities.


The successful candidate will be required to work on-site at the clinic.

Requirements

Operational

To proactively support the Director of Research and Business Intelligence, Research Manager and Senior Research Facilitator with managing the smooth delivery of the research clinics at HCL. This includes maintaining resources stock (as advised by the Head of Research/Research Nurse), monitoring and management of the SystmOne staff rota and patient bookings/reimbursements.


Assist the Research Manager and Senior Research Facilitator with successfully setting-up commercial and non-commercial research studies at HCL. This involves collation of paperwork and reminding the HCL clinical research team of any outstanding action points.


Monitor recruitment activities and support the Research Manager with preparing slide decks for the bi-weekly team meetings and monthly research committee meetings.

Communication

Work closely with the Head of Communications and Engagement to contribute to the HCL research webpage and intranet page. This will involve regularly monitoring the sites and ensuring that all published information is accurate and up to date.


Communicate any latest research developments and/or opportunities to the Communications/ HCL Corporate teams for the weekly HCL newsletter.


Assist the HCL research team members with updating Standard Operating Procedures (SOPs) if needed to ensure clear instructions/communication.

Administration

Create and maintain document templates, online and off-line filing systems, trackers and alerts, as necessary.


Support the Research Manager and Senior Research Facilitator with organising study documents internally on the MS Teams channel and via other platforms as required.


Maintain accurate distribution lists for internal and external stakeholders.


Assist the Research Manager and Senior Research Facilitator with financial queries and preparing invoices for quarterly payments.


Send out text invites/patient invitation letters to potentially eligible participants.


Send out patient appointment reminders for research clinics and coordinate clinical examinations bookings as and when needed.

Information management

Extract information from SystmOne and/or from excel files received by e-mail for data analysis/feasibility checks/ recruitment uploads.


Work closely with the Research Manager and Senior Research Facilitator to ensure data is correctly inputted on SystmOne by HCL research clinical staff (e.g. next appointment date).


Help the Research Manager and Senior Research Facilitator with monitoring recruitment data for current research studies.


Other duties


In the absence of the Senior Research Facilitator, the post holder will be expected to create and run SystmOne searches to support feasibility assessments.


To ensure that HCL research clinicians have the relevant system accesses in order to undertake eligibility checks. For example, access to practices' electronic health records (EHRs).

Person Specification

Qualifications and Experience

Educated to degree level (preferably in Business, Economics, Biomedical Sciences, Health Research or Social Sciences) or equivalent experience with good secondary level education. Experience of working in a primary care and/or research setting(s). Relevant experience working in a demanding office environment. Experience of working with Microsoft Office, web-based applications, databases and reporting tools. Knowledge of medical and research terminology. Experience in handling and analysing information. Understanding of issues relating to confidentiality and data protection. Ability to build and maintain effective working relationships with staff at all levels across the organisation and beyond. Reliable and Accurate, with good attention to detail. Good organisational skills and ability to manage multiple workloads with prioritisation. Work well under pressure and be flexible to deadlines. Ability to work independently and as a team.

Desirable criteria

Knowledge of NHS organisational policies and procedures. Good Clinical Practice (GCP) training. * Knowledge of and experience in using SystmOne.