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Greater Manchester Mental Health NHS Foundation Trust
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About
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 160 locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Central Research Delivery Team Administrator
Closed for applications on: 8-Aug-2024 00:01
Vacancy status: Closed
Closed for applications on: 8-Aug-2024 00:01
Key details
Location
- Site
- Research and Innovation, Harrop House
- Address
- Sedgley Avenue
- Town
- Prestwich
- Postcode
- M25 3BL
- Major / Minor Region
- Manchester
Contract type & working pattern
- Contract
- 12 months (Fixed term)
- Hours
- Full time - 37.5 hours per week
Salary
- Salary
- £25,147 - £27,596 PA
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 4)
Specialty
- Main area
- Mental Health Research
Job overview
The post holder will join the dynamic and motivated Central Research Delivery Team (CRDT) assisting with administrative duties of the Clinical Research Network (CRN) portfolio research trials and studies. This post is 12-month fixed term post funded by the CRN budget.
The main purpose of the role is to assist the CRDT with all aspects of administration related to clinical trials according to Good Clinical Practice (GCP), standard operating procedures (SOPs) and trust policies.
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The post holder will be required to exercise independence and judgement in the arrangement of administrative tasks across a complex organisational structure, within laid down policy and procedures. Managing all administrative duties required by the Lead Clinical Studies Officer, Senior Clinical Studies Officers, Senior Research Practitioners, Assistant Research Practitioners and Research Assistants, who work across a number of clinical research trials.
The post holder would be responsible for the day to day management and research blinding and finance procedures for the CRDT. Highly professional approach to work, in particular dealing with confidential information.
The post-holder will receive line management support from the Senior Clinical Studies Officer in the CRDT in Greater Manchester Mental Health NHS Foundation Trust (GMMH). This includes regular line management supervision, clear objective setting for 3, 6 and 12 months and annual appraisals thereafter (depending on continued funding for the post)
Working for our organisation
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 160 locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Detailed job description and main responsibilities
Policy/Service Development
• To liaise with the unit directors and trial managers regarding administrative, service systems and procedures. To support the development and implementation of unit policies and procedures through day to day management of the office systems.
Financial
• To independently take responsibility for monitoring and ordering all stock and non-stock stationery and equipment for a number of clinical trials.
• Provide day to day supervision of staff adherence to Trust financial procedures for attendance at / preparation of Training Events, e.g., non-stock requisitioning, learning agreements, and participant payments.
• Work with internal and external finance departments to problem solve any financial queries relating to invoices. Applying initiative and problem solving skills to manage invoice queries and ensuring the invoices are in line with agreed payment schedules.
• Be responsible for the development and day to day management of financial spreadsheets i.e. Department of Health subvention data, using extensive knowledge of spreadsheet applications.
Information Resources
• Ensure that all study documentation is completed, maintained and updated regularly. This is to include randomisation and participant information, supplies of patient information sheets, consent forms and other study materials required for research liaison and assessments.
• Assist in the preparation of presentations to the team and any external departments. Design of leaflets, information packs, induction folders and other training materials
• Develop and manage electronic information systems to track research participant randomisations.
• Work at all times within the legal and local policies for confidentiality and data protection.
• To respond to all incoming telephone enquiries, referring them to the appropriate member of the team. Exercise judgement when dealing with all enquires. Assess and manage the query and refer on to the appropriate member of staff if required.
• To record and produce minutes for all CRDT meetings, , the research assistants meetings and meetings with external institutions such as Universities, Data Monitoring and Ethics Committees and Trial Steering Committees. Ensuring that protocols for these meetings are adhered and confidentiality is maintained where required.
Research & Development
• To use initiative and problem solving abilities to manage competing and complex research tasks, which maintain the integrity of the clinical trials.
• To take sole responsibility for the randomisation of research participant’s including, preparing and sending randomisation letters to participants, clinicians and GPs and communication with other research staff to ensure adherence to trial policy is maintained
• Day to day management of randomisation databases and extraction of data for randomisation reports.
• Contacting participants to inform them of the outcome of randomisation. Filter and manage complex queries about
• randomisations from participants and clinicians using initiative and research knowledge to problem solve queries whilst adhering to standard operating procedures for randomisation
• Maintaining the integrity of the team’s randomised controlled trials through communication with a range of people on a range of matters, including being the first point of contact for service users, care teams and researchers queries about research.
• Making independent decisions when receiving queries from internal and external sources to maintain research assessor blinding including the appropriate re-direction of phone calls and mail and understanding of research methodology.
• Supporting the trial managers with administrative duties for reporting adverse events.
• Working closely with the clinical research team in implementing new standard operating procedures and working procedures.
Supervision/Management/ Leadership
• Supervision of other permanent and temporary administrative staff
• Improve compliance with finance and safe working procedures through clear and effective communication with research staff.
• Management and supervision of temporary admin staff and permanent research staff in relation to discrete administrative tasks i.e. research volunteer data entry.
• Communicate with colleagues for appointments and meetings in written and verbal format.
• Communicate with a range of staff at all levels, both internal and external relating to trial activities and regarding information which may be confidential and sensitive in nature.
• Communicate with service users in a sensitive manner, demonstrating knowledge and understanding of psychosis and skills of empathy towards all our research participants.
• To act as the main point of contact and liaison for theCRDT personnel, participants, university and visitors.
• Day to day management of safe visiting procedure for research staff across a number of clinical trials, ensuring policy is followed at all times. This is to be carried out in conjunction with making complex decisions about other research administrative duties.
Service Delivery
• To provide comprehensive secretarial and administrative support to the Lead Clinical Studies Officer, Senior Clinical Studies Officers, Senior Research Practitioners, Assistant Research Practitioners and Research Assistants using an ability to work flexibly with changing priorities using own initiative and to develop and maintain good working relationship with people of all levels.
• To coordinate the induction of new staff in liaison with HR and learning. To support the induction of new staff this is to include completing on-boarding forms, preparing induction folders, ordering IT equipment, organising IT access in collaboration with Trust IM&T.
• Completing coding slips for internal staff changes and extending contracts for existing staff.
• Sending out appointment letters, making reminder phone calls/ texts, data entry for therapy information.
• To be responsible for organising and high quality information required for the research projects including staffing lists and recruitment spreadsheets.
• To be responsible for creating files for research participants and ensuring a constant supply of research documents are available for CRDT staff.
• To organise venues / room, speakers, travel and accommodation for staff in the CRDT and also for staff external to the research CRDT at collaborating sites.
• Calculating annual leave entitlement for all existing and new starters across all theCRDT. Maintaining annual leave records. Monitoring leave taken by the CRDT staff, with day to day supervision that annual leave policy is adhered to. Reporting deviations from policy appropriately to line managers.
• To undertake any ad hoc work as requested by the CRDT
• To provide cover as necessary for colleagues in times of absence; this may include liaising with service users, responding to telephone enquiries regarding appointments, in line with accepted procedures for confidentiality and standards of good practice, and dealing with calls from distressed or angry service users and situations where there may be barriers to understanding.
• Coordinating the facility requirements of the CRDT through Trust systems (MICAD)
Education, Learning and Personal Development
• Manage own workload
• To be aware of and comply with policies, procedures and directives of the Trust and those local to R&I
• To comply with mandatory training requirements as set out by the Trust.
• To participate in own appraisal and personal development, undertaking any further training as required to maintain. an appropriate level of expertise and development within the post.
General Duties of all post holders
• To undertake any other reasonable duty, which is appropriate to the band, when requested to do so by Senior Staff
• To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines
• To be aware of and work towards the Trusts strategic goals.
Safeguarding Children and Vulnerable Adults
• To adhere to the principles of effective and safe safeguarding of children and vulnerable adults.
Equality and Diversity and Equal Opportunities
• To carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies
• To avoid unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders
• To promote awareness of and respect for equality and diversity in accordance with Trust policies and procedures
• To treat all staff, , service users, NHS contractors and the general public with dignity and respect at all times.
Confidentiality & Information Governance
• To access only information, whether paper, electronic or in other media, which is authorised to you as part of your duties
• Not to communicate to anyone outside or inside the NHS, information relating to , service users, staff, contractors or information of a commercially sensitive nature, unless done in the normal course of carrying out the duties of the post and with the appropriate permission
• To maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date.
• To ensure compliance with the Data Protection Act 1998
Important Information about working for GMMH:
All positions within the Trust are subject to satisfactory pre-employment checks, for further information on the checks required please visit the NHS Employers website www..nhsemployers.org
Applicants are encouraged to apply for posts at Greater Manchester Mental Health who have direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer.
The Trust is also committed to safeguarding children, young people and vulnerable adults and requires all staff and volunteers to share this commitment.
We are aspiring to ensure our workforce is representative of the diverse communities that we serve, and we are strongly committed to removing barriers to employment for candidates from under-represented groups, for example BAME, Disabled and LGBT+ communities. If you would like to have an informal chat about the recruitment process for this role or would value some additional support, we’d love to hear from you.
Sponsorship
We are proud to be an approved sponsor for the Skilled Worker visa. Applications from individuals who require sponsorship will be considered alongside all other applications. Please be aware that not all roles are eligible for sponsorship. You can review the list of eligible roles and salary requirements on the UK Government’s website – click here.
If you are offered a role with us and you require sponsorship, we will check your eligibility in line with the information on the above website. Your offer of employment could be withdrawn if the role is not eligible for sponsorship, and you are not otherwise able to evidence your right to work in the UK.
Do you have experience outside the NHS?
We want to attract and retain people with diverse skills and experience, to deliver inclusive healthcare services to our communities.
We will consider relevant experience outside the NHS to calculate your salary on appointment. Please contact our Recruitment Team for more information.
**Please note, this vacancy may be closed at any time if sufficient applications have been received**
Person specification
Essential and Desirable
Essential criteria
- Proven evidence of secretarial experience obtained at a similar level, knowledge of secretarial procedures and ability to touch type & use audio transcription equipment.
- Experience of administrating meetings, including minute taking and ability to take and report accurate messages
- Experience of working within a health care system
- At least one year experience of working in an administrative role
- NVQ 3 in Business Administration or demonstrable equivalent experience
- RSA II and III in Word processing or Typewriting / IBT II or demonstrable equivalent experience
- Good general education
Desirable criteria
- NVQ in Customer Care
- Certificate (NVQ II equivalent) in Effective Working Skills
- Higher level –Word, Excel, PowerPoint and Outlook skills
- Experience of working within a National Health Service setting.
- At least one years’ experience of working within a research administrator role
Essential and Desirable
Essential criteria
- Knowledge & understanding of the concept and application of confidentiality
- Knowledge of financial and ordering systems/ procedures.
- Knowledge of general research procedures
- Keyboard skills and computer literacy, including the ability to use databases and spreadsheets, word processing and presentation software (namely Microsoft Office), and file management.
- Ability to use email, internet and fax
- Ability to provide day to day supervision of administrative procedures including having in-depth knowledge of research admin procedures, recognising irregularities and addressing these clearly through effective communication with a range of staff within the unit.
- Ability to multi-task and prioritise complex research demands whilst working in line with research policy and procedure.
- Ability to retain complex information for safe working procedures whilst completing other research administrative duties.
- Ability to work as part of a team.
- Ability to work to deadlines and to use independent initiative to solve work related problems.
- Ability to work under pressure and sustain concentration to deal with unpredictable and frequent interruptions.
- Ability to communicate efficiently and effectively with staff and the public, including dealing with distress / anger, or where there may be barriers to understanding, both in person and on the telephone.
- Ability to work in shared working conditions, within an office base, working at desk / workstation.
- Ability to be flexible and respond positively to change.
- Ability to demonstrate an interest in and enthusiasm for working with people with severe mental illness
- To be able to communicate effectively with service users, relatives, carers, community members and a range of professionals and non-academics (verbally and in writing).
- Willing to carry out all duties and responsibilities of the post in accordance with Equal Opportunities and Equality and Diversity policies and principles
Desirable criteria
- Full UK driving license (subject to Disability Discrimination legislation) or ability to travel the Trust footprint as required.
Documents
- Central Research Delivery Team Administrator JD and PS (PDF, 175.6KB)
- Central Research Delivery Team Administrator JD and PS (PDF, 175.6KB)
- Important Candidate information (PDF, 178.0KB)
- Guidance on the pre-employment checks procedure (DOC, 35.5KB)
- DBS Policy Statement (PDF, 111.7KB)
- Foundation Trust Membership (PDF, 85.3KB)
- Salary On Appointment Guidelines (DOC, 65.5KB)
- Trust Values (PDF, 149.6KB)
- Privacy Notice (PDF, 368.4KB)
Further details / informal visits contact
- Name
- Carmel Thomas
- Job title
- Senior Clinical Studies Officer
- Email address
- [email protected]
- Telephone number
- 07920726555
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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