Administrative Assistant (Clinical Research)

London (Greater)
£25,186 - £28,371 per annum, including London Weighting Allowance
22 Jun 2022
End of advertisement period
06 Jul 2022
Academic Discipline
Clinical, Pre-clinical & Health
Contract Type
Fixed Term
Full Time

Job description

We are seeking an enthusiastic and motivated individual to provide administrative support to the research and clinical services delivered in the Evelina Newborn Imaging Centre (ENIC).  


The post holder will support Research Nurses, Radiographers, Clinicians and allied professionals by engaging and completing a range of routine tasks to meet operational, research, and research participant service requirements.  


The post holder will provide support and guidance on a wide range of administrative duties to help maintain the high levels of care and efficiency offered by the Evelina Newborn Imaging team. The post will be the first point of contact for research participants, patients and visitors to the ENIC.


The post holder will also support the Clinical Trials Manager and Clinical Studies Coordinator in ensuring that departmental study files are maintained, documents stored in line with regulations and databases updated accordingly.


This post is based at St. Thomas’ Hospital in the Department of Perinatal Imaging & Health and Centre for the Developing Brain, which is part of the School of Biomedical Engineering & Imaging Sciences.


This post will be offered on a fixed-term contract until 31 May 2023 

This is a full-time post


Key responsibilities

§  To act as the first point of contact for patient, research participants and staff in the ENIC office.

§  The role will involve access to postnatal and neonatal wards (including the neonatal intensive care unit)

§  To communicate with members of different research teams regarding patient information.

§  To liaise with local staff, including clinicians (obstetricians, paediatricians, radiologists), radiographers, students and administrative staff, to ensure sufficient administrative support for scans proceed as planned.

§  To abide by patient confidentiality and data management regulations at all times.

§  To use NHS trust software applications to locate, trace and track medical records.

§  To locate and collect medical records from various sorting and storage locations throughout the hospital.

§  To ensure the timely and efficient filing of key documentation.

§  To scan key documents onto NHS trust servers for backup.

§  To provide support to the Follow up Coordinator, which will involve contacting families to update contact details and book returning appointments.


Record-keeping and data management

§  To input data in to, and retrieve data from, spreadsheets and databases.

§  To receive responses from patient questionnaires and input data to relevant database.

§  To prepare and maintain stocks of documentation and resources.


Service Support

§  To ensure the clinical and scanning areas are free from clutter and well stocked at all times.

§  To identify items of stationery and stock for ordering.

§  To accept deliveries for the ENIC and to put away or notify an appropriate individual to put them away.

§  Task related decisions within designated activities to support the successful delivery and development of the service.

§  Prioritise designated activities to meet the changing needs of the service.

§  Collaborate with team members to achieve joint projects and objectives.

§  Deliver excellent patient or participant service in all aspects of role.

§  To contribute to research and clinical audit projects.

§  The role will require supervising child participants for short periods of time during study visits


Clinical governance

§  To work under the instruction of the Clinical Trials Coordinator/Project Manager and Research Nurse to ensure that all work complies with the relevant governance/data protection processes.

§  To comply with relevant health and safety guidelines.

§  To maintain confidentiality and sensitivity when dealing with patients.



§  To attend and contribute to project team meetings, including minuting

§  To provide support to the Clinical Trials/Project Manager in organising meetings and seminars as required.

§  To provide general administrative support across several projects.



§  To work with minimal supervision.

§  To follow relevant rules, procedures and regulations.

§  To attend any training courses or inductions deemed essential to the nature of the role.


Sensory/Physical Demands & Work Environment : 

§ To locate and collect medical records and files from around the hospital (walking required). 

§ The post-holder will be comfortable having direct patient contact. 


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 

1.      Educated to at least A-level minimum, including GCSE English and Mathematics or equivalent qualifications/experience  

2.      Competent in use of Microsoft Office, including Excel and Word 

3.      Excellent oral and written communication skills 

4.      Experience of office based administrative work and following office procedures such as data entry, using IT systems, navigating an office hard drive, electronic and paper filing  

5.      Ability to prioritise workloads, to work systematically but also to be flexible to changing priorities 

6.      Ability to deal with multiple-tasks and resolve issues with conflicting deadlines 

7.      Confidence in learning new healthcare software applications such as PiMS/EPR 

8.      Ability to work with and support different clinical team members in a collaborative manner 

9.      Ability to interact with colleagues, patients and research participants appropriately, remaining patient, tactful, diplomatic and professional at all times 

10.   Ability to deal with confidential issues with tact and diplomacy and help to refer issues to the appropriate person/department as required 

11.   Ability to work to a high level of accuracy and attention to detail 

12.   Willingness and ability to adapt to changing or developing areas of work as required 


Desirable criteria 

1.      Degree level qualification or equivalent experience 

2.      Previous experience of working with confidential/sensitive information  

3.      Experience of administration in a healthcare or academic research setting  

4.      A high level of personal organisational and time management skills 

5.      Knowledge of clinical research processes  

6.      Experience of working in the NHS 


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