Research Project Records Clerk - Fixed Term until 30.06.25

Job overview

Closing Date:  22/10/24 (this may change dependent on response)

Shortlisting to take place after closing date:  commencing 23/10/24

Interview expected to take place in the week following shortlisting:  commencing 28/10/24

An exciting opportunity has arisen at Bradford Teaching Hospitals NHS Foundation Trust, for an enthusiastic individual to join our dynamic and professional Research Management & Support Office team as a Research Project Records Clerk.

The post holder will largely undertake the retrieval, transportation, archiving, preparation, indexing, scanning and quality assurance of research project records, implementing the digitisation of paper based records to the Trust’s online research management and information system (EDGE)  in line with departmental procedures.

The candidate will also be expected to help ensure the office runs smoothly by providing administrative support for the team as well as responding to internal enquiries.  The candidate will be well presented, organised, highly motivated and a good communicator.

For further information, please contact Louise Slow on 01274 383418 or email [email protected]

Main duties of the job

• Be able to work on own initiative without direct supervision and have a flexible approach and proactive attitude to work.  The post holder must be able to communicate effectively with a wide range of staff and have the ability to work to deadlines.  Communicating with the other Research Administrators on a daily basis is an essential requirement of the job.
• Prioritise and organise own workload in liaison with Line Manager.
• Research Management is an evolving field and therefore this is a challenging and dynamic environment to work in.  The post holder should demonstrate that they are willing to embrace change.
• Assist the Research Support & Governance Manager in tracking progress and maintaining the integrity of our administrative and database systems.
• To support research project records processes within the Research Management & Support Office and, in particular, supporting the department’s move away from paper based records being held in the BIHR basement to scanned images of paper records being saved electronically onto the EDGE system.  The post holder will have support and supervision from the Research Facilitator and the Research Administrators who will provide guidance on the work schedule and priorities on a day-to-day basis.

Detailed job description and main responsibilities

• Follow Trust and departmental processes and procedures to ensure a high quality, resource efficient and cost effective service is provided.
• Retrieve and prepare documentation in line with departmental procedure; the research project records required to be scanned and saved to the EDGE online system.
• Scan documentation using the departmental scanning devices and index the scanned image accordingly to ensure documentation is indexed to the correct research project record.
• Undertake quality assurance processes to ensure documentation scanned and saved to the EDGE record is indexed correctly and legible ensuring any deficiencies or issues are rectified in a timely manner.
• Undertake regular maintenance and cleansing of scanning devices to ensure devices are appropriately maintained and remain operational. Issues, faults or damages must be reported immediately.
• Achieve a high standard of data quality when entering data in to the EDGE system or other departmental data capture processes.
• Maintain accurate and up to date records of work undertaken on a daily basis to ensure departmental key performance indicators and contracts/written agreements can be monitored.
• Liaise effectively with all members of the team and other staff to ensure efficient lines of communication are maintained at all times.
• Maintain the integrity of the research project records in the Research Management & Support Office, the BIHR archive and other filing areas ensuring confidentiality and availability of research project records at all times.
• Champion and comply with the Trust’s Information Governance Policy and Research Management & Governance Policy.
• Demonstrate and explain research project records related processes, practices and procedures to new and less experienced staff and support adoption of new processes within the team.
• Participate in research project records departmental audits as required.
• Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate member of the team.
• Undertake photocopying, filing or other administrative tasks when required.
• Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area.
• Provide cover and support to the Clinical Research Facility reception function when required to support business continuity.
• Participate and contribute to departmental meetings including objective setting and feedback discussions.
• Maintain records (paper and electronic) in an accurate and timely manner.
• Report information related incidents direct to the Research Support & Governance Manager immediately and ensure the Trust incident reporting process is followed.
• Ensure that lifting and handling guidelines are adhered to and comply with all Health and Safety requirements.
• Use transporting equipment safely in all areas of the BIHR for the transportation of research project records if required.
• Follow and comply with departmental procedure documentation. When new procedures are implemented or existing documentation updated, become familiar with the changes.
• Inform the PA to the Director of Operations (Research) if extra stock or stationary is required to maintain service delivery.
• Undertake any other duties required by manager appropriate to the Grade and relevant to the role, being flexible to the needs of the service to support effective delivery of service, and support future changes of the Research Management & Support Office function.