Wolf Clinical Research Facility (CRF) Administrator

at  Guys and St Thomas NHS Foundation Trust

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.
The Wolf CRF Administrator is required to act as the first point of contact for service users of the R&D department’s services and facilities and is responsible for providing a professional and customer focused reception service for staff and visitors to Wolf CRF.
The post holder is required to carry out all patient study visit bookings, staff meeting bookings and manage the reception area on a day to day basis. Must be IT literate.
The post holder is responsible for co-ordinating: CRF orientations, new starter/ student inductions, arranging security requests, escalating housekeeping repairs/issues, raising invoices, ordering medical supplies and stationary.
The post holder updates and manages all distribution/contact lists and databases. They must be able to take minutes as part of this role is to arrange, set up and assist in meetings as well as taking minutes for several meetings including R&D Paediatric Review Board (PRB), R&D Paediatric Departmental Meeting, as well as any other ad hoc meetings. They must be flexible and will be required to provide cross cover during other parts of R&D when required (training provided).
Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best-known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high-quality care, clinical excellence, research and innovation.
We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
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. This includes (but is not limited to the following responsibilities):
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. This includes (but is not limited to the following responsibilities):
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, keep an accurate record and follow up to ensure that the work is completed in a timely manner
To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary as well as being able to troubleshoot in IT, resolving IT issues/connectivity etc
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 including R&D Paediatric Review Board (PRB), R&D Paediatric Departmental Meeting, as well as any other ad hoc meetings and assist with other teams where necessary
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 policie

Please refer the Job description for details