Job overview
We are looking for a self-motivated, organised and methodical PA and Clinical Research Coordinator to join our Sutton based R&D Development Core Services. This role primarily focuses on managing the Clinical Research Directorate's senior management team who will need efficient administrative support for meetings/committees/for a in addition to supporting the Clinical Research Secretariat team
Main duties of the job
The Personal Assistant and Clinical Research Secretariat Coordinator is a member of the Clinical Research Secretariat, which provides administrative support to the clinical research business of The Royal Marsden and the Institute of Cancer Research.
The post holder will work as part of a pool and will be responsible for the diary management / personal administration for members of the Clinical Research Directorate’s senior management team; and efficient administrative support for meetings/committees/fora; in addition to other duties / responsibilities commensurate with the role and banding which includes back-up support for the Clinical Research Secretariat Administrator(s).
The post holder will always work with a high degree of discretion and initiative, respecting confidentiality of information. The post holder will frequently be the first point of contact for key stakeholders and will develop excellent working relationships both internally and externally.
Detailed job description and main responsibilities
• Primarily support the personal administration / diary management for the Head of Clinical Research Performance and Quality, Head of Clinical Research Delivery, Head of Investigator Initiated Trials, and secondary support for Head of Clinical Research Infrastructure, providing a confidential, comprehensive administrative and secretarial service with excellent planning and organisational skills.
• As part of a pool, provide personal administration / diary management for five members of the Clinical Research Directorate senior management team (Director of Clinical Research Operations, Head of Clinical Research Performance and Quality, Head of Clinical Research Delivery, Head of Investigator Initiated Trials, Head of Clinical Research Infrastructure) maintaining an up-to-date diary, including the organisation of meetings and seminars as requested, making them aware of changes as they occur.
• Maintenance and locking down of Health Rosters across the core R&D team and Senior Management Team.
• Payment of and raising new invoices etc through use of SBS.
• Book of staff on external meetings, conferences and organise travel as appropriate.
• Processing of expense claims.
• Vacancy control
• Booking of 121’s and diary management
• Process payments for bank hours.
Person specification
Education/Qualifications
Essential criteria
1. Minimum 5 GCSE A-C Levels, or equivalent, including Maths & English
Desirable criteria
2. A Levels (or equivalent)
3. Undergraduate degree
Experience
Essential criteria
4. Experience of working within the NHS at a Band 5 level
5. Extensive experience of working in personal administration / diary management supporting senior staff
6. Extensive experience of minute taking and report writing and ability to transcribe notes accurately and clearly
7. Supervisory and team leadership experience
8. Extensive experience of working in administration at senior management / Board level
9. Experience of MS Office applications, including Word, Excel, Teams and PowerPoint
Desirable criteria
10. Experience of using the SBS Procurement System
11. Experience of using Healthroster
12. Understanding of Clinical Research
Skills/Abilities/Knowledge
Essential criteria
13. Good standard of written and spoken English
14. Ability to work with confidential information and maintain confidence
15. Ability to work on own initiative and to prioritise and manage workload
16. Ability to work under pressure and to tight deadlines
17. Willingness and demonstrable ability to work as part of a team
18. Accuracy and attention to detail
19. Highly organised, with strong planning skills and the ability to prioritise own workload
20. Excellent communications skills, written and verbal
The Royal Marsden values diversity and is committed to the recruitment and retention of underrepresented minority groups. We particularly welcome applications from Black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
As a Disability Confident Employer, we are working to create a workplace that enables all staff to reach their full potential. We are committed to this because we know that greater diversity and inclusion will lead to an even greater positive impact for the people we serve.
Due to the high volumes of applications we receive, we reserve the right to close any adverts before the published closing date once we have received a sufficient number of applications. We advise you to submit your application as early as possible to prevent disappointment.
Flu Vaccination – What We Expect of our Staff
At The Royal Marsden we have an immune compromised patient population who we must protect as much as we can against the flu virus. Each year, seasonal flu affects thousands of people in the UK. Occurring mainly in winter, it is an infectious respiratory disease capable of producing symptoms ranging from those similar to a common cold, through to very severe or even fatal disease.
The wellbeing of our staff and patients is of the upmost importance to us, and it is the expectation of The Royal Marsden that all patient-facing staff have an annual flu vaccination, provided free of charge by the Trust.
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