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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