Job description

The post-holder’s main roles will be to provide (i) project-specific research assistant and administrative support and (ii) general research administrative support to project managers. It is an exciting position highly suited to an ambitious individual who wants to develop their research management skills and who has a special interest in mental health. The post holder will be involved in a variety of projects including diabetes, mental health, and traumatic brain injury. There are many opportunities to build your administrative skills, project management portfolio, research experience and for professional development.

The post holder will be a skilled administrator with an interest in clinical trials/clinical research, preferably with experience of working in a similar/related role, from the NHS, academia, or industry. You will have excellent organisation, planning, interpersonal and IT skills, be adept at working flexibly and be able to work effectively as part of a team or independently. You will ideally have awareness or knowledge of clinical trial regulations, GCP and research governance standards.

This post will be offered on a fixed-term contract for 3.5 years

This is a part-time post – 0.4% full time equivalent (15 hours a week)

Key responsibilities

Research focused tasks

• Conducting literature and scoping reviews.
• Producing documentation for project management, dissemination of research findings, external engagement and research impact.
• Maintaining an updated database of references and reports relevant to project activities.
• Liaising with national and international contacts to help organise research and committee meetings, conferences and scientific symposia, and co-ordinating the organisation of events.

Project Administration and Support

• Assist in the coordination of internal and external study/project meetings by preparing agendas, taking minutes, circulating papers and all other meeting arrangements as required.
• Assist in keeping the electronic and paper Trial Master Files (TMF) up to date, ensuring key documents are filed appropriately, and adhere to version control requirements.
• Liaise with participating trial sites under the direction of the Project Managers, to cover a range of duties including distributing relevant study documents, Investigator, Pharmacy and Vendor Site Files, booking Site Initiation, Monitoring or Close-out visits, and requesting and chasing responses to site setup, monitoring or closure activities.
• Undertaking administrative duties in relation to research governance activities for projects.
• Managing and monitoring project expenditure.
• Liaising with study participants (including mental health service users and staff) and organising travel and participant expenses for research interviews.
• Providing diary management for Principal Investigators.

General Administrative Support

• Providing administrative support to Prof Khalida Ismail and research team.
• Tasks will include diary management; assistance with emails and other desk-based tasks; preparation of paperwork for meetings; formatting and completion of administrative details of documentation for projects and reports; downloading references and reports, and keeping an updated database of references; and assisting with the preparation of new grants through proofreading, formatting and submitting research grant applications.
• Processing orders, invoices, and expenses in accordance with KCL procedures.
• Taking ownership for aspects of the Section’s office management.
• Coordinating and supporting recruitment and staff/student inductions and organising honorary contracts and visiting appointments.

Teamwork, Teaching & Learning Support

• Work as a team member in the Psychological Medicine Department.
• Maintaining a good working relationship with KCL central departments including Human Resources, Finance and Research Grants.
• Liaising with colleagues across KCL and external agencies as required. Training is provided for financial monitoring and purchasing systems.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience

Essential criteria

• Undergraduate degree at 2.1 or above
• Understanding of how virtual office spaces/project management function and how to manage them
• Ability to work productively with relevant stakeholders
• Ability to write English in concise, succinct scientific style
• Excellent verbal and written communication skills enabling effective communication with a range of staff
• Excellent MS Office skills including working with databases and electronic data capture systems
• Processing financial paperwork and administering budgets
• Experience of and skills in editing and presenting written material with a high level of accuracy
• Methodological and accurate in the gathering and recording of data

Desirable criteria

• Experience of administration in an academic environment
• Ability to work on own initiative and as part of a team
• Proactive problem-solver, able to work on complex projects

Further information

The post is based within the Department of Psychological Medicine at the Institute of Psychiatry, Psychology and Neuroscience (IOPPN)

The Department of Psychological Medicine focuses on the interface between psychiatry and medicine, psychiatry and occupation, psychiatry and the military, and psychiatry in different settings. The disorders of interest are those of the common mental disorders, such as depression, anxiety, perinatal psychiatry, psychological oncology, eating disorders and stress related disorder.

This post is subject to Disclosure and Barring Service and Occupational Health clearance.