Research Administrator Neuroscience

Detailed job description and main responsibilities

The post holder will be responsible for the provision of an effective administrative service to the agreed members of the Neuroscience Research Team. The post holder will ensure confidential and sensitive information is kept secure.

The post holder will work independently and follow the policies and procedures for the division. The post holder will also be expected to use their own initiative and keep line manager and senior colleagues informed.

This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills.

The post holder will ensure consistent and professional administrative support to the Neuroscience Research Team. This will require flexibility, the use of initiative and a very high degree of organisational skills.

The post holder will primarily support a project on Advancing Parkinson's Disease Wellness Status including setting up a comprehensive package of education and training in movement disorders for health care professionals from Indonesia and other underserved countries.

1.    Administrative

1.1.          Responsible for the organization and maintenance of filing systems within the Department; inputting information/patient activity onto any computerized systems and ensuring accurate retrieval and distribution of information.

1.2.          Responsible for sending letters to patients and managing the referral database.

1.3.          The nature of the job requires the post holder to be dealing with confidential and sensitive information related to patients and staff. The post holder will ensure this information is kept confidential and secure in line with Trust policies.

1.4.          Managing the patient referral database, contact patients and keeping the logs up to date.

1.5.          To assist in ad-hoc tasks to support various developments, projects and events within the team.

2.    Secretarial

2.1.          Responsible for anticipating secretarial needs of and for supporting the agreed members of the research team. This will include arranging meetings, ordering and collecting patient notes, travel and general diary management.

2.2.          Responsible for undertaking typing of both routine and complex letters and reports that may contain some medical terminology tables and graphs. Assist with the preparation of presentations. This may also involve occasional audio typing.

2.3.          Responsible for taking, transcribing and circulating minutes of formal meetings as required and within the agreed timeframe.

2.4.          Deal with telephone and face to face enquiries, initiating action as appropriate

2.5.          General photocopying and collating of documents

2.6.          Booking taxi’s and couriers for staff, patients and packages when required.

3.    Finance

3.1.          To be responsible for ordering consumables as instructed by staff using the Trust computerised system, non-stock paper system and/or any other local arrangement. Ensure accuracy of the orders and liaise with the Procurement department to ensure timely and correct delivery of the goods.

3.2.          To be responsible for maintaining adequate stocks of stationery, ordering when necessary, to ensure the sooth running of the department.

3.3.          Assist with the maintenance of any administrative system aimed at controlling income and expenditure (i.e. petty cash) and patient travel expense claims.

4.    Personal Development

4.1.          Actively participate in personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KAD procedures.

4.2.          Develop a clear understanding of the service and the role. Also able to provide cover for colleagues in the area when necessary

5.    General

5.1.          Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary

5.2.          The post holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital in addition to any specific risk management or clinical governance accountabilities associated with this post.

5.3.          The post holder will carry out their duties with due regard to the Trust’s Equal Opportunities Policy, Standing Financial Instructions, the requirements of the Departmental Quality system and other relevant Policies of the Trust

5.4.          To maintain satisfactory personal performance and quality standards and to achieve where possible objectives agreed in the Annual Staff Appraisal system.

5.5.          To ensure compliance with the Health & Safety at Work Act of 1974 and all other relevant legislation, national and Trust policies and procedures.

5.6.          To ensure that acceptable standards of data protection are maintained in accordance with the Data Protection Act 1984 and to observe and maintain confidentiality of patient records and staff information. The post holder’s attention is also drawn to the Computer Misuse Act 1990.

5.7.                 All employees of King’s College Hospital are required to carry out their duties with due regard to the Fair Access Policy and respect the cultural beliefs and customs held by clients and staff.

5.8.          Suitable alternative employment for people employed in research posts will include clinical service posts.