Imperial College London
Job Description
Job Title:
Clinical Trials Database Administrator
Section:
Centre for Pharmacology and Therapeutics
Division:
Experimental Medicine
Department:
Mediciine
Job Family/Level:
Professional, Level 3a
Salary Range:
£26,860 - £30,860 per annum
Responsible to:
Centre General Manager
Working hours:
Full-time, not less than 35 hours per week
Location:
Sir John McMichael Centre, Hammersmith Hospital
Duration:
Fixed-term for two years in the first instance
Purpose of the role
The Sir John McMichael Centre for clinical research and investigation opened in April 2001
primarily to provide a designated site for researchers to perform clinical research projects involving
both patient and healthy volunteers. We aim to expand the number of healthy volunteer studies
carried out in the Centre, and as part of this drive we have developed a healthy volunteer
database that will provide a panel of potential subjects for future research projects.
The Database Administrator’s role requires a motivated individual with a background in clinical and
research administration. The post holder is required to work with all members of the multi
disciplinary team and external stakeholders to facilitate a highly responsive service. They must
also have a knowledge and understanding of both clinical and research protocols to ensure
subjects details are entered into the database in a timely fashion.
The post is important in the enhancement of the clinical research service at the Hammersmith
Hospital promoting its position as a centre of excellence in the performance of clinical research in
a diverse number of therapeutic settings.
The role of the Administrator is to provide a full administrative service for the Sir John McMichael
Centre Healthy Volunteer database, working with the medical teams and administrative and
clerical staff within the department to ensure a comprehensive service.
Key working relationships:
The post-holder is directly responsible to the Centre General manager and works in close liaison
with the consultants and their teams across the specialities. The day to day working relationships
include face to face, telephone and electronic communication with other administrative and clerical
staff, management staff, clinical research subjects and GPs.
Key result areas:
1. To manage the database for the Sir John McMichael Centre
2. To have a knowledge and understanding of the process of clinical research studies to ensure
that the administrative side of the study is adhered to.
3. To establish, maintain and monitor excellent office and information systems.
4. To ensure quality and customer care standards are met where relevant
Main Tasks and Responsibilities
Database Management:
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Processing new healthy volunteer applications: sending out application packs to new
volunteers and entering all relevant information onto the panel database
Arranging screening visits for volunteers.
Requesting and collecting medical records, diagnostic test results and maintaining a record of
notes booked out.
Sending letters and health verification forms to GPs. Ensuring that all replies are logged on the
database.
Ensuring that the database is updated with all new healthy volunteer study details.
Ensuring continued contact with volunteers to maintain their interest in participating in future
studies and ensure all contact details are kept up to date.
Contacting subjects to inform them of new research studies for which they are eligible and
carrying out telephone pre-screening where appropriate. This will involve informing the
subjects of the pertinent details of the particular study and ensuring that the subject meets the
requirements of the study.
Maintaining and writing database documentation and procedures
Controlling database access and permissions
Ensuring that storage, archiving, backup and recovery procedures are functioning correctly
Communicating regularly with technical staff to ensure database integrity and security
Commissioning new database applications if required.
Review workload regularly and ensure that work is prioritised effectively.
Taking minutes at database meetings and ensuring they are circulated.
General Administrative Duties:
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Office administration including developing, implementing and maintaining effective and efficient
office systems that are compatible with clinical research administration.
Ensuring maintenance of office equipment and appropriate stock of office consumables
Ensuring that the office environment complies with Health and Safety regulations
Using the integrated computerised hospital information system (ICHIS) to identify casefolder
location, etc.
The Centre has its own admissions policy. Liasing with medical staff to book admissions.
Arranging admissions with volunteers by phone and post. Rearranging appointments and
admissions.
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Collection and booking out of medical records for clinical matters as necessary, ensuring that it
is always clear which notes are in the office or where they have been booked out to.
Administrative SOPs. To create and maintain SOPs eg transport,admission procedures and
save onto the centres shared drive for easy access
Ensure all enquires to the department are dealt with politely, courteously, promptly and
professionally.
Attend Customer Care courses as appropriate.
Adopt and implement agreed service developments in line with the Divisional and Trust
objectives
General Responsibilities
Recruitment and training:
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Involved in recruitment and retention of administrative staff in liaison with line manager
Development and implementation of training programmes for all staff involved in recruitment of
subjects and use of the database.
Job descriptions cannot be exhaustive and so the post holder may be required to
undertake other duties, which are broadly in line with the above key responsibilities.
The post holder is expected to observe and comply with all College policies and
regulations, for example Health and Safety, Data Protection etc.
Imperial College is committed to equality of opportunity and to eliminating discrimination.
All employees are expected to adhere to the principles set out in our Equal Opportunities in
Employment Policy, Promoting Race Equality Policy and Disability Policy and all other
relevant guidance/practice frameworks.
Personal Specification
Qualifications and Experience
Essential
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A Level qualifications or equivalent
Skills and Abilities
Essential
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Excellent organisational skills with the ability to meet deadlines and respond to changing
priorities
Excellent attention to detail
Excellent interpersonal skills
Excellent written and oral communication skills with the ability to convey sensitive
information accurately
Proven skills at problem-solving and overcoming obstacles
Ability to use own initiative and work independently and as part of a team, as required
Computer literate and ability to use Microsoft Office
Ability to work under pressure while maintaining a high degree of accuracy
Experience/Knowledge
Essential
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Administration experience
Clinical Research experience
Desireable
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Supervision Experience
Experience in Acute hospital or healthcare environment
Personal Qualities
Essential
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Enthusiastic
Team Player
Flexible
Adaptable
Enthusiastic
Assertive
Tact
Diplomacy
Other Requirements
Essential
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An open, flexible and positive approach to working in a constantly changing environment
The post holder should be prepared to work unsociable hours as work demands from time
to time
Application Guidance
Please read the person specification carefully and describe, as part of your application, how much
you feel you meet each of the criteria. If you need more space, please attach additional sheets to
the application form.
The recruitment monitoring section of your application will be detached and will be used only for
monitoring and audit purposes as a basis for supporting our commitment to Equal Opportunities.
An application form and full CV quoting reference number HM2011086 should be sent, by the
closing date of 13 July 2011, online via the Imperial College iRecruitment website.
Shortlisted candidates will be contacted as soon as possible after the closing date.
Thank you for your interest in this post. We look forward to receiving your application.