Overview
Job Title: Research Administration Coordinator
Salary: Band 3
Hours: 20 hours
Responsible To: Research Manager
Key Relationships: 31 General Practices; 4 Primary Care Networks (PCNs); NIHR; RRDN; PLS; WL ICB; Central London Borough Team; Westminster City Council; Bi-Borough (West London); CNWL; CLCH; One Westminster; Imperial College Health Partners
Who We Are: Healthcare Central London Ltd (HCL) is a federation of 31 General Practices and 4 Primary Care Networks (PCNs) in Westminster caring for more than 275,000 registered patients. We provide Community and Primary Care services and offer staffing, management and administrative support to our member practices. We work with PCNs and key partners, including the Local Authority and community organisations, to help people stay well and live healthier lives for longer.
Our services include Respiratory and Spirometry hubs; Community Cardiology; Community Dermatology; Community Diabetes service; Access E-hub and Enhanced Access. We support PCNs with NWL single offer contract of services and the National Network DES contract, including ARRS roles. We operate the unique model of community-led care called “The Octopus” as part of the Westminster Integrated Neighborhood Team (INT). We work with partners in the commercial sector including joint ventures, research and consultancy. Our approach is to deliver exceptional assistance to our 31 General Practice members and to operate NHS contracts in a manner that is economical, local, prompt and in a familiar environment.
Our employees work flexibly, typically onsite at practices or hub sites including South Westminster Centre or Capital House near Edgeware Road tube station. Our purpose is to transform health and wellbeing in our communities. Our vision is to be the Healthcare Provider of choice, rooted in primary care. Our values are Compassionate, Accountable, Resilient, Pioneering and Aspirational.
Role Summary: The Research Administration Coordinator will support the operational and administrative aspects of health research at HCL. Working with the Research Manager and Senior Research Facilitator, the post holder will coordinate participant recruitment and clinic logistics, manage study documentation, and support data collection and reporting for bi-weekly and monthly research meetings. Duties include monitoring/ updating the HCL research clinical staff rota on SystmOne and other platforms, and facilitating patient bookings. The role is on-site at the clinic.
To ensure the smooth operation of research clinics, the post holder will liaise with academic colleagues, NIHR (notably the North London RRDN team), CROs and study sponsors to foster effective collaboration. Internally, they will liaise with the Communications team to share updates for the weekly newsletter and may update the HCL intranet and the research page of the main website. They will also liaise with community clinics and tertiary partners to facilitate clinical examination bookings and participant identification activities.
Responsibilities are grouped into Operational, Communication, Administration, Information management and Other duties as applicable.
Operational: Proactively support the Director of Research and Business Intelligence, Research Manager and Senior Research Facilitator with delivering research clinics. Maintain resources stock (as advised), monitor and manage the SystmOne staff rota and patient bookings/reimbursements. Assist with setting up commercial and non-commercial studies, collate paperwork and remind the team of outstanding actions. Monitor recruitment activities and assist with preparing slide decks for bi-weekly team meetings and monthly research committee meetings.
Communication: Work with the Head of Communications and Engagement to maintain the research webpage and intranet; monitor sites for accuracy. Communicate latest research developments and opportunities to the Communications/HCL Corporate teams for the weekly newsletter. Assist with updating SOPs as needed to ensure clear instructions.
Administration: Create and maintain document templates, filing systems, trackers and alerts. Organise study documents on MS Teams and other platforms; maintain distribution lists. Assist with financial queries and quarterly invoices. Send out patient invites and reminders for research clinics; coordinate appointment bookings as needed.
Information management: Extract information from SystmOne and Excel files for data analysis and recruitment uploads. Ensure data is correctly inputted by HCL staff. Monitor recruitment data for current studies.
Other duties: In the absence of the Senior Research Facilitator, create and run SystmOne searches to support feasibility. Ensure researchers have system access for eligibility checks (e.g., EHR access).
Qualifications
Qualifications And Experience
* Educated to degree level (preferred in Business, Economics, Biomedical Sciences, Health Research or Social Sciences) or equivalent experience.
* Experience in a primary care and/or research setting; experience in a demanding office environment.
* Experience with Microsoft Office, web-based applications, databases and reporting tools.
* Knowledge of medical and research terminology.
* Experience in handling and analysing information.
* Understanding of confidentiality and data protection issues.
* Ability to build and maintain effective working relationships across the organisation and beyond.
* Reliable and accurate with good attention to detail.
* Good organisational skills with ability to manage multiple workloads and prioritise.
* Ability to work under pressure and meet deadlines; able to work independently and as part of a team.
Desirable criteria
* Knowledge of NHS organisational policies and procedures.
* Good Clinical Practice (GCP) training.
* Knowledge of and experience in using SystmOne.
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