Executive Diary Co-ordinator

Job overview

The Post holder will be responsible for the maintenance and security of research data, for maintaining systems and supporting others to report accurately and effectively. The post holder will be required to accurately enter large amounts of research and patient data and to ensure that the data are stored appropriately according to the data protection act and in line with relevant approvals. 
They will be responsible for collecting data for annual reporting. he post holder will be required to create and implement data quality procedures that allow data corrections and requests to be performed in an efficient manner. The post holder will act as the key point of contact for the Clinical Research Facilities and researchers who either contribute or use the CRF databases.

Main duties of the job

• Provide an efficient and effective information service to internal contacts acting on information requests in a timely manner, undertaking review of data sets and ensuring accurate reports are produced.

• Be responsible for monitoring data integrity, ensuring datasets are full, accurate and up-to-date. This will include the investigation and review of data and resolution of data queries and problems. Errors/omissions identified in data should be corrected within one month.

• Design and implement robust reporting systems. Ensure the reporting systems meet the requirements of both the CRF and external departments within the Trust by regularly reviewing information related outputs.

• Maintain effective written working procedures in line with NHS data standards and agreed reporting time scales, ensuring that changes in data requirements/information needs are implemented appropriately.

• Take part in internal CRF Quality Assurance (QA) systems e.g. audit of clinical trials, evaluating trial conduct, compliance with the protocol, SOPs, GCP and legislation.

• Ensure compliance within the Trusts policies on data protection, confidentiality and security.

• Provide information on an ad hoc basis to support researchers with publications, conferences and creating reports for funding bodies.

• Accurately and efficiently enter patient data on to current databases. This will require a high level of attention to detail and accuracy.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. Transforming Healthcare is the vision at the heart of the King’s Strategy – 2026 to 2031. Together, we are pursuing six strategic ambitions: delivering high-quality patient care; being a great place to work; leading pioneering research, innovation and education; building strong and successful partnerships; providing timely and efficient care; and ensuring long-term financial sustainability. Achieving these ambitions will require all of us to work as one Team King’s, united by a shared commitment to our values of being caring, collaborative, inclusive and innovative. By living these values every day, we will transform healthcare for our patients, our communities and each other

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Information management and data quality

• Lead on and be responsible for the CRF’s databases and study management/scheduling system, ensuring they are fit for purpose and are used effectively within the facilities.

• Provide an efficient and effective information service to internal contacts acting on information requests in a timely manner, undertaking review of data sets and ensuring accurate reports are produced.

• Be responsible for monitoring data integrity, ensuring datasets are full, accurate and up-to-date. This will include the investigation and review of data and resolution of data queries and problems. Errors/omissions identified in data should be corrected within one month.

• Provide training and support to colleagues in the analysis and use of data generated, providing explanation and clarification as required.

• Assist in the development of policies, standard operating procedures (SOPs), processes and guidelines to ensure that data quality is improved and maintained within the CRF.

• Design and implement robust reporting systems. Ensure the reporting systems meet the requirements of both the CRF and external departments within the Trust by regularly reviewing information related outputs.

• Maintain effective written working procedures in line with NHS data standards and agreed reporting time scales, ensuring that changes in data requirements/information needs are implemented appropriately.

• Regularly assess the quality of data collected.

• Take part in internal CRF Quality Assurance (QA) systems e.g. audit of clinical trials, evaluating trial conduct, compliance with the protocol, SOPs, GCP and legislation.

• Ensure compliance within the Trusts policies on data protection, confidentiality and security.

• Ensure complaints regarding data issues are registered and dealt with appropriately in a timely manner.

• Provide information on an ad hoc basis to support researchers with publications, conferences and creating reports for funding bodies.

• Accurately and efficiently enter patient data on to current databases. This will require a high level of attention to detail and accuracy.

Planning and strategy:

• Assist the CRF Management Team with the implementation of reporting systems and the analysis of key data retrieved from these, to support the operational management and strategic development of the CRFs.

• Provide regular status and progress reports to the CRF Management Team on the CRF’s portfolio, performance and other key information (‘key performance indicators’).

• Provide the team with other ad-hoc reports or information summaries as required selecting the appropriate method of presentation taking into consideration the audience and information being presented. 
Provide support for research activity in terms of data entry for specific studies.

• In collaboration with the CRF Quality Manager, develop and maintain systems for document management within the Clinical Research Facility.

• Develop Case Report Forms for individual studies as required, working with other members of the research team to prepare proformas and ensuring that source data is collected appropriately, on time and according to the research protocol.

• Collect clinical data from medical notes and transcribe/export to paper/electronic case record forms, liaising with research nurses, research staff and clinicians to ensure correct data collection/entry.

• Acquire clinical research data from the Trust computer systems, GP’s, external hospitals and organisations in compliance with the Data Protection Act.

• Monitor recruitment timelines for individual studies and check that all relevant data has been properly recorded.

• Assist CRF personnel in maintaining the Site File and other study/trial documentation in accordance with ICH Good Clinical Practice (GCP) and regulatory requirements. Education & Professional Development

• Attend courses if deemed essential by the Quality Assurance Manager and if funding is available.

• Be responsible for maintaining personal development including knowledge and skills relating to ICH Good Clinical Practice (GCP) and legislation applicable to clinical trials/research.

• Liaise with other data managers in the UKCRF Network as required and contribute to joint working initiatives.

Person specification

Education/ Qualification

Essential criteria

• A Level or equivalent/Evidence of continuing professional development. Experience of Continuing Professional Development
• Knowledge and experience - Healthcare / Research / Laboratory background.

Desirable criteria

• Undergraduate degree or higher education
• Familiar with Good Clinical Practice & Certification

Knowledge and Experience

Essential criteria

• Healthcare / Research / Laboratory background.

Skills and compentencies

Essential criteria

• Ability to plan own workload and follow instructions.
• Excellent record keeping, attention to detail.
• Strong Information Technology skills. Specifically; Microsoft Office, EDGE, CPMS
• Organisational skills – able to deliver agreed objectives within an agreed timeframe.
• Good communication skills – able to relate and communicate with all levels and with different professions.
• Team working skills – able to work within a team to achieve results.
• Problem solving skills – able to understand level of delegated responsibility and when to seek advice.

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.