Research Administrator

Whittington Health NHS Trust; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare provider in the Greater London area is seeking a highly organized Administrator to join their Research Team. This central role involves providing administrative support, managing day-to-day office tasks, coordinating meetings, and maintaining records. Candidates should possess strong organizational skills, attention to detail, and the ability to prioritize workloads. Full training will be provided as needed. This position is on-site, contributing to the smooth running of research operations.

Qualifications

• Previous experience in an administrative role within a healthcare, academic, or research setting.
• Understanding of confidentiality and data protection principles.
• Educated to GCSE level (or equivalent) including English and Maths.

Responsibilities

• Provide comprehensive administrative support to the Research Teams.
• Maintain accurate records and data ensuring compliance with confidentiality and governance standards.
• Coordinate meetings and communications, including arranging dates, booking rooms, preparing agendas, and taking minutes.
• Process financial tasks, including ordering supplies and managing invoices.

Job description

Job overview

We are looking for a highly organised and detail‑oriented Administrator to join the Research Team at Whittington Health NHS Trust. This role is central to ensuring the smooth running of our research operations by providing consistent and efficient administrative support.

You will manage day‑to‑day office tasks, coordinate meetings, process documentation and maintain accurate records. The post holder will need excellent organisational skills, the ability to prioritise workloads, and confidence in using their initiative. Full training will be provided. This post is based on‑site at Whittington Hospital.

Please note that this advert may close early if sufficient applications are received.

Your personal statement should reflect your genuine experiences, motivations, and understanding of the role - we encourage authentic, personal responses rather than AI‑generated.

Main duties of the job

• Provide comprehensive administrative support to the Research Teams, including processing of research study amendments
• Maintain accurate records and data using both paper and electronic systems, ensuring compliance with confidentiality and governance standards
• Coordinate meetings and communications, including arranging dates, booking rooms, preparing agendas, and taking minutes
• Process financial tasks, such as ordering supplies, managing invoices, and maintaining tracking systems
• Support internal systems and processes, including updating the Trust’s research management system (EDGE) and assisting with archiving in line with SOPs
• Act as a key liaison point, handling telephone enquiries and working with internal departments and external organisations to ensure smooth operations

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone.

Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Detailed job description and main responsibilities

Research

• Provision of administrative support to the Research Team, including, Research Delivery Team, Research Support Team and Research Management.
• To provide study management and data handling support for clinical trials throughout the department.
• Provide support and limited cover for Research Delivery Staff on observational studies, for example, making phone calls to eligible patients and sending Patient Information Leaflets.
• Working with the Research Support Team to ensure regulatory compliance in processing study amendments.
• Work closely with the Research Governance Manager to ensure the archiving of study site files is completed inline with the departments Standard Operating Procedure.
• Provide administrative support for the Trusts research management system (EDGE).
• Process patient data using both paper and computerised systems, ensuring these are updated regularly and maintained in an organised and secure manner at all times.
• Ensure that essential trial documentation is complete, up to date and available as necessary and complies with ICH-GCP and Research Governance requirements.

Finance

• Ordering supplies and managing invoices through the Trusts systems.
• Maintaining a tracking system for invoices.

Education and training

• Develop confidence in the use of a wide range of computer software to manage the data, and to provide where appropriate documentation of the highest quality.
• Willing to travel to and attend study related and multi‑disciplinary meetings, attend regional or annual meetings, attend appropriate clinics and training courses.
• Develop and adapt to meet the changing needs of the service and attend relevant induction and development training sessions.

Communication

• Liaison with other departments and organisations, including but not limited to imaging, pharmacy, finance, HR, NHS trusts, study Sponsors.
• Meeting management, including arranging meeting dates, room bookings and taking minutes.
• Answer telephone enquiries and take any necessary action.
• Exchange patient information with internal and external organisations when required in line with trust policies.

General

• Develop an understanding of a range of routine work procedures, patient information systems, relevant computer systems, and basic medical terminology.
• Work within Data Protection Act guidelines to always ensure confidentiality.
• Prioritise workload within defined limits.

Person specification

Knowledge & Experience

Essential criteria

• Previous experience in an administrative role within a healthcare, academic, or research setting
• Understanding of confidentiality and data protection principles

Desirable criteria

• Familiarity with research governance requirements (e.g., ICH-GCP, GDPR).

Personal Qualities

Essential criteria

• Attention to detail
• Strong communication skills and ability to liaise effectively with internal and external stakeholders

Desirable criteria

• Positive attitude towards continuous learning and professional development

Skills & Abilities

Essential criteria

• Previous administrative experience with proficient skills
• Strong written and verbal communication skills

Education / Qualifications

Essential criteria

• Educated to GCSE level (or equivalent) including English and Maths

Desirable criteria

• Qualification or training in administration, business support, or research governance

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to :

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.