Job Description

Job Title:

Trials Support Officer

Posting Start Date:

09/07/2025

Job Id:

1274

School/Department:

School of Medicine & Population Health

Work Arrangement:

Full Time (Hybrid)

Contract Type:

Fixed-term

Salary per annum ():

24,900-28381

Closing Date:

23/07/2025
The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university.



We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more.

Overview

A new administrative opportunity has arisen for a Trials Support Officer within the Clinical Trials Research Unit (CTRU) within the Division of Population Health. You will be part of one or more multi-disciplinary study/trial teams and part of a large administrative team. You will work under the day-to-day supervision of the Study Manager, with formal reporting within the administrative team. You will ensure the smooth running of studies/trials and will also be expected to pick up other duties as part of the wider administrative team. A large part of the role will include taking minutes at complex trial meetings involving the use of medical and statistical terminology.



You will possess excellent organisational, communication, prioritisation and minute taking skills, have proven administrative experience in a busy and demanding office environment and take responsibility for your own workload.

Main duties and responsibilities

Arrange regular study meetings and training events, including booking the venue, ordering catering and audio-visual equipment, distributing papers, preparing agendas, taking minutes for a variety of meetings and following up on action points. Produce high quality minutes for all trial meetings within an appropriate time frame. Prioritise and plan own workload according to operational demands/deadlines with minimal supervision and a proactive approach. Be the first point of contact for research teams for designated studies/clinical trials. Support the study manager by preparing the trial master files, site files, case report forms and other relevant trial documentation for allocated studies as per the CTRU standard operating procedures and regulatory requirements. Support the study team with creation and formatting of documentation, equipment and training monitoring and other clerical tasks relevant to the study or studies. Support the study team in the archiving of study documentation at the end of the studies as per the CTRU standard operating procedures and regulatory requirements. Support the study team with the use of creative media (videos, podcasts, newsletters, posters) and the creation of Google sites. Produce purchase requisitions on the University SAP system for the allocated studies and processing expenses, fees, payments to patient and public involvement members and invoices as per the University's financial directives. Liaise with colleagues both internal and external to the University, including colleagues involved in collaborations, e.g., UKCRC, NHS Trusts and Charities, and the wider academic community. Coordinate mail-outs (e.g., questionnaires, equipment) and process returns in line with clinical trial regulations. Handle confidential and sensitive data appropriately and in line with the General Data Protection Regulation, University policies and CTRU standard operating procedures. Transcribe audio recordings, e.g., qualitative research interviews. Work flexibly, providing cover for other members of the CTRU admin team during periods of absence. Undertake, and renew (every two years), Good Clinical Practice training. Plan work at least a week in advance, with the ability to prioritise and re-prioritise work at short notice. Carry out other duties, commensurate with the grade and remit of the post

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Criteria

Essential or desirable

Stage(s) assessed at

5 GCSE's including English and Maths at grade C (or equivalent).

Essential


Application


At least 12 months' proven administrative experience in a similar role and busy office environment.

Essential


Application



Excellent IT skills including Google applications (or equivalent), e.g., email, calendar and drive, MS Word, Excel, Access and PowerPoint and internet and email programmes.


Essential


Application/Interview/Exercise


Experience of arranging and servicing meetings including preparing agendas, taking detailed minutes, recording, and following up on actions and decisions


Essential


Application/Interview



Ability to quickly understand and implement new policies and procedures in line with university policy and clinical trial regulations


Essential


Interview



Strong interpersonal and communication (written, listening and verbal) skills, with the ability to exercise tact, diplomacy and the ability to communicate with staff at all levels, both internally and externally.


Essential


Application/Interview/Exercise



The ability to respond efficiently and appropriately to all telephone and email enquiries.


Essential


Application/Interview/Exercise



The ability to work as part of multiple teams and on own initiative, developing positive relations with others


Essential


Application/Interview



Demonstrate strong time management and prioritisation skills and resilience, and an ability to respond to changing priorities with agility


Essential


Application/Interview



Experience of negotiating and influencing


Essential


Application/Interview



Experience in finance, including processing invoices, expenses, fees, monitoring budgets and raising requisitions (orders).

Desirable


Application/Interview


Experience of audio transcription or have an audio transcribing qualification.


Desirable


Application/Interview

Further Information

Grade

4

Salary

24,900-28,381

Work arrangement

Full-time

Duration

Fixed-term for 12 months (from start date)

Line manager

Assistant CTRU Manager

Direct reports

N/A

Our website

Sheffield Centre for Health and Related Research | SCHARR | The University of Sheffield

For informal enquiries about this job contact Rebecca Swift, Recruitment Co-ordinator: on r.d.swift@sheffield.ac.uk

Next steps in the recruitment process

It is anticipated that the selection process will take place on 14th August 2025. This will consist of an interview and a written exercise. No preparation is required for the written exercise. We plan to let candidates know if they have progressed to the selection stage at the beginning of August 2025. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Rebecca Swift, Recruitment Co-ordinator on r.d.swift@sheffield.ac.uk

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision

What we offer

A minimum of 38days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more. Flexible working opportunities, including hybrid working for some roles. Generous pension scheme. A wide range of discounts and rewards on shopping, eating out and travel. A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women's and Parent's networks). Recognition Awards to reward staff who go above and beyond in their role. A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework Route A range of generous family-friendly policies + paid time off for parenting and caring emergencies
+ support for those going through the menopause
+ paid time off and support for fertility treatment
+ and more



We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.


Closing Date : 23/07/2025





We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.