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Administrative Assistant
Job Description
THIS ROLE IS NOT SUITABLE FOR CURRENT STUDENTS
To act as a point of contact for the Health and Lifestyle Research Unit and it?s projects, responding professionally and courteously to enquiries in person, by email and by telephone, whilst escalating more complex queries to the Stop Smoking Advisors and Research Team. Required to provide an excellent standard of customer service and convey a helpful, positive image, both within and external, to the unit
To work as a member of the Unit?s administrative team, being mutally supportive and covering duties as necessary during colleagues absenses and at times of additional pressure, as directed.
Main duties and responsibilities
Operations
- Assist the Stop Smoking Manager and Stop Smoking Teams in maintaining the efficient running of the busy Stop Smoking Services; this will include first line support for telephone and email enquiries, servicing interviews, arranging appointments, preparing starter packs for new staff and dealing with internal and external correspondence including dissemination (as requested) of any Institute, Faculty or University information to staff within the unit.
- Support the organisation of meetings (booking rooms, audio-visual equipment, catering where agreed as required) and the organisation of travel and accommodation for overseas conferences for colleagues attending these.
- Provide support for meeting/event/conference organisation (including training and outreach events) and any requirements on the day(s) including registration of those attending etc.
- Maintain, develop or enter any data on relevant databases/spreadsheets used in conjunction with unit activities.
- Provide administrative support for the unit team whennecessary (sickness/holiday cover, project deadlines).
Finance
- Assist in raising purchase orders for relevant activities undertaken.
- Process colleague expenses claims and liaise with Finance for payment of these.
Facilities
- Maintain office equipment (photocopiers, printers etc.) and arrange servicing and repairs when necessary.
- Assist with Health and Safety inspections.
Receptionist Duties
- Manage the reception area of the Health and Lifestyle Research Unit, providing a professional, courteous and effective reception service, responding to enquiries from patients, staff and external visitors to the Unit.
- Ensuring that building access procedures are followed at alltimes. Be aware of safety procedures within the Unit and ensure that in the event of a safety breach or emergency the prescribed procedures are followed, and that the relevant staff are notified.
- Manage the room booking process for rooms within the building, including monitoring usage and ensuring users are aware of the need to conform to all appropriate building access and procedures.
- Ensure that handover to alternative staff during and at the end of the day is carried out in full and according to the appropriate procedures.
- Develop and maintain a network of contacts, knowing who to liaise with on key issues.
Qualifications
GCSE Maths and English (grade C/4 or above) or equivalent
Further educational qualifications / accreditation (ideally related to this role)
Skills
Experience of carrying out a range of administrative tasks, in relation to supporting an organisation?s day to day operational delivery
Experience of delivering excellence in customer service in a front line reception (or similar front of house) environment
Experience of / involvement with / knowledge of accounts (financial) administration (e.g. ordering supplies, financial record keeping, stock control, purchase orders)
Experience of working in an Academic or Higher Education environment
Ability to understand and actively contribute to the advancing of your own knowledge and that of others, with regards to diversity, equality and inclusion
Ability to draft correspondence through good written skills.
Good interpersonal skills and ability to establish good working relationships with both staff and students and a wide range of external agencies
Good oral communication skills, that will enable you to provide engaging support to a variety of visitors to the Institute reception.
IT skills, including knowledge of MS Word, excel and other software applications
Good numerical skills with a methodical approach and attention to detail
Good organisational skills with the ability to balance competing demands and prioritise a varied workload with minimal supervision
Ability to work within a team and contribute to effective team working
Flexible and professional approach to work
The ability to meet UK right to work requirements
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Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
Experience of Clinical Examination Invigilation
The post holder will primarily manage activities relating to the randomisation service and electronic data capture (EDC) system, such as taking responsibility for user access and password management, data export, circulating documents for signature, receiving and processing Serious Adverse Event (SAE) forms relating to a portfolio of trials, reviewing the content of such notifications and processing them according to regulatory requirements, co-ordinating of King?s Trials Partnership activities and managing document version control and tracking within the KCTU.
Qualifications
Degree level qualification or equivalent professional experience (a subject with either a major health related component e.g. biology, psychology, or of relevance to administration e.g. accounting, business management, NHS management would be desirable
Skills
To act as the main point of contact for approximately 100 clinical trial teams currently using the KCTU randomisation service and electronic data capture system (EDC)
- To process requests for user access to IT systems supporting the KCTU portfolio of trials accurately and promptly, with due care and attention
- Manage activities relating to randomisation and EDC system, keeping accurate auditable records
- To process Serious Adverse Event (SAE) reports in accordance with KCTU SOPs
- Occasionally, to process Emergency Code Break notifications in accordance with KCTU SOPs
- To receive and resolve queries relating to the above during the life of each project
- To provide administrative support to the King?s Clinical Trials Unit Operational Director and Business Manager along with other KCTU staff as needed
- Manage activities of the KCTU in line with KCL policy and procedures and with the Standard Operating Procedures of the Clinical Trials Unit
- To participate in inspections of the KCTU by sponsor auditors, regulatory authorities and others, ensuring key documents are readily available
- To ensure that the KCTU?s website is kept up to date and that the information is accurate
- Responsible for providing a professional, accurate and efficient service to a wide range of people including study teams, colleagues and external agencies
- Ensure compliance with GCP, regulatory legislation and ethical frameworks in respect of working practices
- Liaise with a wide range of internal and external clients to ensure requests for user access to KCTU IT systems are processed swiftly, which will involve explaining complicated procedures on how to obtain access
- Being mutually supportive and covering duties as necessary during colleagues absences and at time of additional pressure, as directed
The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.
MBBS OSCE Invigilation 23rd & 24th April 2025 (08.00 til 13.00 PM) Guys Campus
Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
N/a
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