Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible.
Job overview
Would you like to be part of finding treatments for the future at the ?
As a Band 3 Administrator, working in the only Mental Health Clinical Research Facility (CRF) in the UK, you would be part of our friendly, multidisciplinary team, providing admin support to the team and the Out-patient Research Clinics running within the facility. This will include assistance to the CRF management team, study set up facilitator, trial coordinators and to clinicians delivering the Research Clinics in the department.
We’d like someone who is comfortable greeting our research participants and visitors, talking on the phone and using email to join our friendly team, and an extensive induction programme is offered to ensure staff build confidence and skill within the role.
A variety of research studies are currently run at The Oxford Cognitive Health Clinical Research Facility (OH CRF) in Warneford: from National Institute of Health Research (NIHR) and other grant funded studies through to commercial clinical trials. Studies include observational cohort studies through to CTIMPs, covering a wide variety of disease indications from healthy volunteers to those suffering from specific conditions such as schizophrenia, depression, and dementia.
Main duties of the job
We are looking for someone with knowledge of Microsoft office packages, able to take minutes of meetings, and generally support the multi-disciplinary team (MDT) in setting up and delivering high-quality experimental medicine mental health research studies.
General administration duties include minute taking; filing; diary management; archiving and project specific support, and reception duties including greeting and signing in participants and visitors; escorting them to clinic rooms or waiting rooms as necessary; answering the phone and taking messages.
The ability to work confidently under supervision is essential.
Working for our organisation
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
The Oxford Cognitive Health Clinical Research Facility (OH CRF) was established in 2011, to support intensive research studies that are not feasible to conduct within the routine clinical care setting primarily in areas of mental health and neurosciences.
The OH CRF has been awarded more than £4 million over the next five years by the NIHR. The OH CRF is one of 28 facilities across England to benefit from nearly £161 million that has been awarded to expand early phase clinical research delivery in NHS hospitals.
CRF studies in mental health and cognitive neuroscience range from research ready observational cohort studies to Phase I and II drug studies with a strong focus on experimental medicine design. Disease areas include mood disorders, schizophrenia, and dementia.
OH CRF staff have opportunities for training with the NIHR, UKCRF network, University of Oxford, and many other study specific opportunities.
Benefits of working for OHFT include:
Detailed job description and main responsibilities
Administration duties
To provide administrative support to the CRF team and Outpatient Research Clinics as appropriate to the job role, including word processing, minute taking, document formatting, organisation of meetings, training workshops, telephone conferences, and any other ad hoc administration work.
To produce high quality documentation to support the work of the team using the appropriate Microsoft software and adopting the Trusts corporate standards and style.
To complete any audio typing as required in a timely and accurate manner.
Processing of clinical letters, including typing, formatting, uploading and sending securely.
Assist with the acquisition, maintenance, distribution and filing of relevant trial documentation, and maintain records of research activities, according to GCP standards.
Be responsible for diary management of senior CRF team members, making all appropriate meeting arrangements e.g. booking rooms, organising refreshments, making travel arrangements, providing all necessary paperwork etc.
Arrange, attend, record minutes and disseminate relevant information at CRF related meetings.
Undertaking filing, photocopying and general office duties as required.
Assist with the management of the petty cash account and in the coding and forwarding invoices for payment.
To archive and confidentially dispose of documents adhering to relevant time limits, issues relating to confidentiality, data collection and its storage.
To ensure all leaflets are kept up to date and displayed in reception.
To ensure that all other staff receive post, emails and information in an appropriate manner.
To undertake and complete administrative tasks to help with the smooth operation of the CRF, as requested by line management.
To provide a quick and efficient service for scanning and forwarding relevant letters and documents as requested on an ad-hoc basis.
Support the R&D data manager and finance team, through assisting with the completion and dissemination of regular reports.
Reception duties
To be familiar with all reception tasks within the CRF to be able to provide cover when necessary.
To provide a welcoming environment for service users and visitors contacting the CRF in person and by telephone, ensuring that they are treated appropriately. This will involve the need to act sensitively with patients and/or carers.
To maintain an efficient system for the liaison between patients and clinical staff, following agreed protocols to ensure timely communication and efficient management of issues/queries.
Receive incoming patient-facing correspondence and deal with it in an appropriate manner by developing a suitable response, or appropriate referral to other members of the study teams.
To ensure that the clinical team are aware of any individual patients in urgent need of medical care.
To at all times maintain accurate medical records and act in a manner that protects patient confidentiality including the correct storage and handling of patient records. Also, ensure that new records and patient related information are documented in the patient record promptly and in an appropriate manner.
To efficiently operate the CRF manager appointment system for clinical staff and undertake the day to day administration of the reception area.
To ensure that all clinical and public areas are in good order, in time for sessions to begin, and bring any urgent matters or concerns to the immediate attention of the CRF Administrator/CRF Team Leader.
G eneral duties
Work as part of the wider Research and Development Administrative team
To undertake other relevant duties including working on small distinct tasks as delegated by the CRF administrator/CRF Team Leader
Organise, attend and contribute to staff meetings as deemed essential by line manager.
To plan and manage own time effectively and efficiently.
To suggest and implement improvements to reception/administrative processes.
Please note:
Person specification
Qualifications
Essential criteria
Desirable criteria
Knowledge
Essential criteria
Desirable criteria
Experience
Essential criteria
Desirable criteria
Benefits of working for Oxford Health NHS Foundation Trust include:
Employer certification / accreditation badges
