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Administrative Assistant (Clinical Research)

London (Central), London (Greater)
£29,248 - £32,181 per annum, including London Weighting Allowance
Closing date
4 Mar 2024

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Job Details

Job description

We are seeking an enthusiastic and motivated individual to provide administrative support on AIMS-2-Trials  delivered in the Department of Perinatal Imaging and Health at King’s College London and the Evelina Newborn Imaging Centre (ENIC). 

The post holder will play a vital administrative role in the Autism Innovative Medicine Studies-2-Trials (AIMS-2-Trials) supporting Research Nurses and Research midwives, Radiographers, Clinicians and allied professionals by engaging and completing a range of routine tasks to meet operational, research, and research participant service requirements.

The AIMS-2 Trials is a grant funded project focussed on increase our understanding of autism and help develop new therapies to improve health outcomes and quality of life for autistic people. AIMS-2-TRIALS builds on an initial investment to establish a UK autism research consortium by the Medical Research Council to better understand brain biology, and subsequent funding from the National Institutes of Health Research to identify the health and social needs of autistic people and their families.  

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 holder will also support the Clinical Trials Manager and Clinical Studies Coordinator in ensuring that l 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 2025.

This is a full-time post - 100% full time equivalent.

Key responsibilities

  • 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 AIMS-2-TRIALS 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 identify items of stationery and stock for ordering.
  • Task related decisions within designated activities to support the successful delivery and development of the study
  • Prioritise designated activities to meet the changing needs of the study.
  • 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.

Clinical governance

  • To work under the instruction of the Clinical Trials Coordinator/Project Manager and Research Nurse/Research Midwife 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 AIMS-2-TRIALS 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, multi task and work flexibly to changing priorities and multiple deadlines  
  6. Ability to quickly learn new healthcare software applications such as PiMS/EPR 
  7. Ability to work with and support different clinical team members in a collaborative manner 
  8. Ability to interact with colleagues, patients and research participants appropriately, remaining patient, tactful, diplomatic and professional at all times 
  9. Ability to work to a high level of accuracy and attention to detail 
  10. 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 (NHS) or academic research setting  
  4. Knowledge of clinical research processes  

Further information

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


King's College London is one of the top 20 universities in the world and among the oldest in England. King's has more than 27,600 students (of whom nearly 10,500 are graduate students) from some 150 countries worldwide, and some 6,800 staff.

King's has an outstanding reputation for world-class teaching and cutting-edge research. In the 2014 Research Excellence Framework (REF) King’s was ranked 6th nationally in the ‘power’ ranking, which takes into account both the quality and quantity of research activity, and 7th for quality according to Times Higher Education rankings. Eighty-four per cent of research at King’s was deemed ‘world-leading’ or ‘internationally excellent’ (3* and 4*). The university is in the top seven UK universities for research earnings and has an overall annual income of more than £684 million.

King's has a particularly distinguished reputation in the humanities, law, the sciences (including a wide range of health areas such as psychiatry, medicine, nursing and dentistry) and social sciences including international affairs. It has played a major role in many of the advances that have shaped modern life, such as the discovery of the structure of DNA and research that led to the development of radio, television, mobile phones and radar.

King's College London and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts are part of King's Health Partners. King's Health Partners Academic Health Sciences Centre (AHSC) is a pioneering global collaboration between one of the world's leading research-led universities and three of London's most successful NHS Foundation Trusts, including leading teaching hospitals and comprehensive mental health services. For more information, visit:

King’s £600 million campaign, World questions|KING’s answers, has delivered huge global impact in areas where King’s has particular expertise. Philanthropic support has funded new research to save young lives at Evelina London Children’s Hospital; established the King’s Dickson Poon School of Law as a worldwide leader in transnational law; built a new Cancer Centre at Guy’s Hospital; allowed unique collaboration between leading neuroscientists to fast-track new treatments for Alzheimer’s, Parkinson’s, motor neurone disease, depression and schizophrenia at the new Maurice Wohl Clinical Neuroscience Institute; created the Cicely Saunders Institute: the first academic institution in the world dedicated to palliative care, and supported the King’s Sierra Leone Partnership in the Ebola crisis. Donations provide over 300 of the most promising students with scholarships and bursaries each year. More information about the campaign is available at

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United Kingdom

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