Information and Finance Co-ordinator

6 months ago

Torquay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Job summary

A 12 month secondment opportunity has arisen for an Information and Finance Coordinator in the Research and Development Department based in the Horizon Centre at Torbay Hospital.

We are looking for someone with excellent organisational, administrative and communication skills.

Are you a dynamic, hardworking person who is highly motivated and passionate about research?

You will support the safe conduct of research in accordance with the Research Governance Framework, and for clinical trials in accordance with the International Conference on Harmonisation - Good Clinical Practice (ICH - GCP) guidelines and provide assurance that the rights, safety and well-being of trial participants are protected.

You will be responsible for the administration of the R&D database, Edge - this includes being responsible for the accuracy and maintenance of this database; developing the use of this database where required.

You will process R&D purchase orders, invoices and travel claims; tracking financial information and dealing with queries as they arise

Main duties of the job

To support the safe conduct of research in accordance with the Research Governance Framework, and for clinical trials in accordance with the International Conference on Harmonisation - Good Clinical Practice (ICH - GCP) guidelines and to provide assurance that the rights, safety and well-being of trial participants are protected.

To provide a comprehensive, efficient and effective administrative service to the Director of Research and Development, R&D Management Team and the Information and Finance Officer.

Responsible for the administration of the R&D database, Edge - this includes being responsible for the accuracy and maintenance of this database; developing the use of this database where required.

To process R&D purchase orders, invoices and travel claims; tracking financial information and dealing with queries as they arise

About us

The Research and Development Department works to support the safe conduct of research in accordance with the Research Governance Framework and Good Clinical Practice guidelines.

We work across the organisation, supporting research in a variety of clinical specialties and departments.

We provide expertise from setting up studies to support, facilitate and provide guidance on the administration of the compliance and other related aspects of the clinical study.

Job description

Job responsibilities

Responsibility and Accountability

To maintain and update the Trusts Research Information Systems, namely Edge; including (but not limited to) entering new project information, updating records, running routine and ad hoc queries, preparation of standard, and ad hoc reports for internal and external purposes, and supporting development of the system where required.

Input and extraction of complex and detailed information into Edge from research protocols and study finance information, and analysis and validation of data.

To coordinate the initial registration of research projects in liaison with the R&D Management Team, supporting the ongoing monitoring and tracking of each research project through to completion in accordance with Trust Policies and Procedures.

To reconcile data received from external and internal bodies with the R&D database and follow up any queries

To compile and prepare management reports for members of the R&D Department on a regular and ad hoc basis

To facilitate the production and retrieval of information required for annual reporting processes

To be responsible for all relevant information being available for the completion of data returns to the National Research Networks etc.

To support the completion of returns as required by the Department of Health and Social Care, or NIHR etc; and to follow up any queries arising from the returns.

Ensures research financial information is processed in accordance with research procedures in order to provide information to the finance team, Information and Finance Officer and R&D Director; through completion of own work and through the coordination of the work of R&D Administrator.

Inputs research finance information into Edge- identifying discrepancies and raising queries with relevant personnel.

To initiate and maintain a rolling programme of Edge audits (housekeeping reviews) on behalf of the Trust in accordance with internal/external reporting requirements.

Organise accurate record keeping with regards to archiving of research studies; and assisting with maintenance of effective filing & retrieval systems with archiving of this information/ data (hard and electronic)

Organise and disseminate newsletters and other literature and information as appropriate.

To oversee work undertaken by other staff on behalf of the R&D Office.

To manage recording of sick leave, annual leave and department time sheets as appropriate.

Undertake and deal with R&D correspondence including copy of reports, arranging meetings, including fixing dates, venues, preparing agendas and arranging refreshments, taking minutes, typing and preparing grant applications, study proposals, SOPs and manuscripts for publication.

To provide a comprehensive, efficient and effective administrative service to the Director of Research and Development, R&D Management Team and the Information and Finance Officer. To organise effectively the R&D Departmental office, dealing with telephone enquires taking messages or redirecting as appropriate

Undertake basic clerical duties such as typing, photocopying etc.

Arranging appointments, meetings and maintaining diaries for the R&D Management team.

To book travel and accommodation for R&D staff and book venues and arrange catering for R&D meetings, conferences, seminars and courses as required

Assist Information & Finance Officer, R&D Manager and Director with day to day management of the Trusts research portfolio and production of project summaries for R&D meetings as and when required.

To maintain R&D controlled documents (SOPs, policies, procedures and guidelines) in line with the UK Policy Framework for Health and Social Care Research and other regulatory requirements

To support the Information & Finance Officer and R&D Management Team with the development and maintenance of the Trust R&D web page (Intranet & Internet).

To liaise with HRA / REC administrators, other host organisations, sponsors and researchers as appropriate and obtain any documents a required for the research governance process.

To coordinate and organise R&D publicity events, training days, courses, workshops, seminars and conferences

To keep him/herself informed about developments and best practices in his/her areas of activity and to apply such information to the benefit of the Service as appropriate.

Undertake all aspects of work to a high standard of quality and presentation.

Participate in flexible working arrangements to ensure that the needs of the R&D Department are met.

Undertake any other duties at a level consistent with the grade of post, as delegated by the R&D Management Team and Information and Finance Officer

Person Specification

Meets criteria

Essential

Good standard of general education to include GCSE Maths and English or equivalent Excellent organisational and interpersonal skills Knowledge and experience of using Microsoft Office packages, including Outlook, Word, Excel and PowerPoint Demonstrate the ability to use a range of communication methods to deal effectively with internal and external personnel when providing or receiving sensitive information Ability to work on own initiative Recent and relevant administration experience Previous research experience Excellent interpersonal and communication skills Ability to plan, prioritise and manage deadlines autonomously Ability to work calmly and effectively under pressure Ability to use initiative and be innovative within the appropriate scope of the job Ability to adapt to changing working practices Accuracy and attention to detail Reliability and flexibility Maturity & Common Sense

Desirable

Educated to a higher academic level or relevant experience A knowledge of Good Clinical Practice and research governance An understanding of the clinical research process including ethical submissions. Medical Terminology Previous NHS Experience Previous project or data management experience Experience of working to Good Clinical Practice (GCP) regulations

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