Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview The post holder will be the initial point of contact welcoming patients and visitors to the research unit. They will be responsible for providing administrative, invoicing and data management support to the Eye Research Team at St Thomas' Hospital. The post holder will work alongside clinical research staff, as well R&D governance teams and external study representatives to ensure the smooth delivery of the research portfolio. They will have excellent organisational and interpersonal skills and ideally have experience of working in a clinical research/R&D/healthcare setting. The post holder will be expected to exercise initiative, prioritising conflicting work demands, and efficiently communicate verbally and in writing, with a wide range of internal and external colleagues, exercising tact and diplomacy. Closing date; 22nd October 2023 Interview date; 31st October 2023 Main duties of the job The post holder will provide an efficient and friendly telephone and receptionist service for the eye research unit, including the booking of appointments, taking messages and dealing with enquiries. The post holder will be expected to support the recruitment and follow-up of participants into studies, provide administrative support to the research team and ensure that research records are accurate and up to date. The post holder will ensure the well-being of participants by adhering to research protocols, ICH GCP (International Conference on Harmonisation and Good Clinical Practice), and local SOPs (Standard Operating Procedures). Working for our organisation The Eye Research Unit in St Thomas’ Hospital has close links with King’s College London (KCL) and has a proven track record of nationally and internationally recognised research. Research focuses on the cause and treatment of eye diseases, alongside clinical expertise in the diagnosis and treatment across all sub-specialities of Ophthalmology. The Eye Research Unit has delivered successfully on a number of both commercial and non-commercial portfolio studies and plays a key role in driving and supporting continued recruitment within the Clinical Research Network South London. Detailed job description and main responsibilities Office/Research Administration • Act as the first point of contact for the Eye Research Unit dealing with verbal and telephone enquiries and correspondence in an effective, courteous and timely manner using initiative as to appropriate action to be taken. • Co-ordinate research clinics in conjunction with team members. This involves planning and organising procedures/tests in accordance with study protocols or departmental standard operating procedures. • Schedule and facilitate appointments and conduct follow-up calls as required. • Prepare required study documents (e.g. case report forms, questionnaires) and patient notes ahead of participant study visits. • Responsible for day-to-day organisation of the Eye Research office, including handling mail, maintaining adequate stationery supplies and ordering furniture/equipment, when necessary, to ensure the smooth running of the office. • Assist in obtaining R&D approval for studies which includes obtaining signatures for documents. • Liaise with Partners/Trusts to arrange Research Passports/Honorary Contracts for the Research Team. • Responsible for establishing and maintaining essential paper and electronic filing systems associated with regular meetings, ongoing projects and agreed staff files. • Assist the research management team with the preparation of the Annual Report and documentation for Peer Review. • Assist the research team to maintain the eye research shared drive through updating and archiving of documents as required. • Assist with the coordination of Good Clinical Practice (GCP) training and maintaining a current CV & GCP electronic folder. • Ensure that all clinical trials documentation is effectively archived as required. • Ensure daily temperature freezer checks are carried out and facilitate access to freezer park. • Help the efficient recruitment of staff by facilitating the process before, on the day and post interview. • Taking, transcribing and circulating minutes of formal meetings (Management, Steering Group Meeting, monthly Team Meetings etc.) as instructed within agreed timeframes. • Responsible for co-ordinating papers and agendas and highlighting areas for action in preparation for all internal and external meetings. • Track patient travel expenses and invoice for reimbursement in a timely manner. • Assist with the ongoing invoicing process, ensuring accurate distribution of income to supporting departments and eye research unit. • Develop and maintain an accurate record of all invoices, requisition forms and manpower returns. Study Administration • Co-ordinate and collate monitor visit feedback and prepare quarterly reports. • Ensure maintenance of site files through spot checking and organise monitor visits as and when required. • Maintain adequate patients’ records and accurately record patient milestones to enable timely invoicing. • Ensure that all study databases and logs are maintained which includes updating patient recruitment data on a weekly basis. • Ensure trial protocols are adhered to and that all personnel involved in trials are aware of any changes or protocol amendments. • Liaise with relevant departments in order to promote a good working environment and ensure the smooth running of studies for patients. • Ensure the confidentiality of verbal, written and computerised information. General • Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary. • 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. • The post holder will ensure acceptable standards of data protection are maintained in accordance with the Data Protection Act and will comply with all Trust Policies and Departmental policies and procedures. Person specification Qualifications/Education Essential criteria NVQ level 4 or equivalent qualification or qualified to NVQ3 or equivalent plus significant previous experience Previous Experience Essential criteria Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service. Experience in taking minutes at formal meetings Desirable criteria Experience of working within the NHS Experience of working in a clinical research/R&D/healthcare environment Previous Experience Essential criteria Experience in managing complex information or projects Desirable criteria Understanding of Research Governance procedures/ICH GCP and the EU Clinical Trials Directive Skills/Knowledge/Ability Essential criteria Competent in using Microsoft Office software Able to plan and organise ongoing activities and programmes - some of them complex Ability to demonstrate a proactive approach to programmes to improve work procedures and own personal development Ability to demonstrate a flexible and highly organised approach with an eye for detail Effective in managing own time Ability to show initiative and work independently where appropriate Ability to communicate clearly and effectively within a team Ability to deal tactfully and efficiently with a wide range of people face-to-face and on the telephone e.g. patients, visitors, medical staff, sponsors Ability and willingness to handle confidential information without compromising confidentiality or trust Ability to work efficiently and reliably when under pressure Flexible attitude to work Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service. Further details / informal visits contact Name Abigail Orr Job title Portfolio Manager Email address [email protected] Telephone number 02071884885