Job Description

The post holder will be responsible for a range of administrative duties to support the Research and Development (R&D) team. A key aspect of the role is the accurate and timely maintenance of the EDGE R&D Management System database, as well as supporting the quarterly submissions to the National Institute for Health and Care Research (NIHR).



The role also involves preparing the departmental newsletter, drafting letters, emails, and reports, organising meetings, and taking minutes at both internal and external meetings. Maintaining accurate, up-to-date, and comprehensive records is essential -- this includes managing data on the EDGE system and maintaining both electronic and paper-based filing systems.



The preferred working pattern is Monday to Friday.



This is a varied and dynamic role, offering the opportunity to work closely with the Lead Research Nurse, Research Nurses/Midwives, and Clinical Research Practitioners on a day-to-day basis. The post holder will also liaise regularly with the Associate Director of Research and Development, Trust management, and both internal and external researchers.



Additionally, the role includes supporting the research team with Trust-wide trial data collection and monthly data cleansing activities, which contribute to the preparation of both internal and external reports.

The post holder must have:

Excellent Communication & Relationships Skills



Ample Knowledge, Training & Experience in administrative work



Good Analytical & Judgemental Skills



Good Planning & Organisational Skills



Competent in using Microsoft Office applications; Word, Access, PowerPoint, Excel



Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.



Our values



We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.



Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job



The post holder will be required to undertake daily administrative duties, keeping R&D Management System Database (EDGE) accurately up-to-date as well as assisting in the quarterly National Research for Health and Social Care Research (NIHR) database submissions. It will include, preparing the regular departmental newsletter, typing letters, emails and reports and organising meetings and taking minutes of the departmental meetings both within and external to the hospital. A very important aspect of the role is the maintenance of accurate, up-to-date and comprehensive records of both data on the EDGE system and within the research filing system (both electronic and manual).



The working week is preferably Monday to Wednesday but this could be flexible depending on the appointed post holder. The post is varied and consists of assisting the Lead Research Nurse, Research Nurses/Midwives and Clinical Research Practitioners on a day-to-day basis and liaising with the Associate Director of Research and Development, Trust Management and Researchers both internal and external to the Trust.



In addition, the post holder will be assisting the research staff for the Trust wide trial data collection and data cleansing on a monthly basis, from which internal and external reports will be compiled.

KEY RESPONSIBILITIES:

Communication & Relationships Skills:

The post holder will:

Liaise with all members of the multi-disciplinary team to support the senior administrators in ensuring the smooth and efficient running of trials.



To assist the Research staff in entering data for trials in a timely manner, as per study protocol, of a participant visit occurring.



Be required to provide and receive routine information orally, in writing or electronically.



To be a key point of contact for the Research teams providing and receiving routine information. To respond to external and internal telephone queries and referring calls to the relevant person.



To communicate and liaise verbally in writing or electronically with a range of internal staff



Assist with planning any meetings and take minutes as required, including trials team meetings



Assist in prepare and distribute newsletters

Knowledge, Training & Experience:

Knowledge of computer use and administrative systems.



Knowledge of web based data handling software and working with data spread sheets, which may be acquired through job training.



Knowledge in securing and dispatching medical records



Knowledge of the preparation of clinics prior to research participant's visits according to the study protocol.



To provide support to the Research and Development Department with a range of administrative duties including faxing, scanning, room bookings, and stationery orders.



Training and experience in performing all research activities to ICH/GCP standards.



Maintain Patient and Research Confidentiality.



The post-holder will have knowledge of office procedures and demonstrate accuracy and attention to detail.



Excellent computer keyboard skills



Have a good standard of education and hold an NVQ2 in Administration or relevant equivalent experience.



To have the ability to use the internet and email competently.



To work as a team player, working flexibly.



To be familiar with the Trust's operating procedures for the conduct of clinical trials



Where appropriate, attend forums of communication within the organisation in order to promote collaborative working and gain information, support and guidance as required from within the network



Receive training in the use of the Trust's patient information and reporting systems



The post-holder must maintain mandatory training, keep records and complete their e-Roster in line with local policy.

Analytical & Judgemental Skills:

The post holder will:

Assist in the maintenance of essential documents within the Investigator Site files



Assist in preparing essential documentation for archiving.



Be able to make and receive telephone calls, handle enquiries competently, take clear messages, recognise urgencies and pass the messages on appropriately.



Assist in ensuring all documents to be reviewed and monitoring visits are sourced and available for review.



Assist the Research Team in the formulation of documentation and in preparation for ethical submission.



Assist in the collection and collation of trial data and completion of trial documentation in accordance with trial protocols.



The post-holder will be able to demonstrate judgement to deal with administration requests and enquiries efficiently.

Planning & Organisational Skills:

The post holder will:

Plan and organise straightforward tasks, some of which may be ongoing.



Be able to organise and plan own workloads.



Organise research staff to be available when monitoring visits are scheduled and arrange time with monitors.



Be able to work efficiently with other members of the team to ensure the smooth running of the Research Team. To communicate any problems to the senior research administrator.



Organise copies of materials and collation of information as requested by the Research Team.



Be able to liaise with Research Staff and arrange participant appointments according to protocol.



Operate and maintain effective filing and support systems.