CRF Receptionist/Administrator

Job overview

An exciting opportunity has arisen for a receptionist at the King’s Clinical Research Facility (CRF).  This is an NHS research facility based in Denmark Hill in London which serves a diverse local population and works closely with one of the most distinguished and research-intensive universities in London – Kings College London.

The CRF provides a dedicated, well-equipped and professional environment that enables medical staff and scientists to work together to investigate disease and trial the latest scientific ideas for improving diagnosis and treatment. the CRF provides comfortable clinical accommodation for volunteers and patients participating in studies requiring long-term 24h in-house monitoring as well as facilities for day case visits. it is equipped to cater for complex studies from across the range of medical disciplines and provides close proximity space for clinical research fellows, nurses and allied healthcare professionals.

The receptionist is considered to be the ‘face’ of the facility and s/he greets all patients and study volunteers, families and staff in a polite, welcoming and efficient manner and will also provide administrative service to patients and researchers.

Main duties of the job

The receptionist and administrator is the ‘face’ of the CRF, the first person to meet and greet patients and visitors to the facility, thus the person responsible for this role is fundamental to the welcoming of visitors and the smooth running of the facility. They are also responsible for supporting the clinical team in terms of ordering clinical  equipment and consumables.

Detailed job description and main responsibilities

Greet all patients and study volunteers, families and staff in a polite, courteous and efficient manner.

• Register, check and update patient/volunteer details on patient electronic systems and inform the relevant research team of bookings or cancellations.
• Ensuring all studies on EDI include visit type, visit lengths and the closure of bookings once research participant has left the unit.
• Act as gatekeeper to the MRI Suite, ensuring all patients / new researchers / visitors have been provided with MRI safety questionnaires as required and liaise with radiographers for approval. Keep an accurate filing system of all MRI safety questionnaires and check these against staff accessing the unit
• Provide a telephone enquiry service for the CRF, receiving and dealing with incoming calls (and other enquiries) in a polite and professional manner. Re-direct phone calls or take messages according to CRF procedure and using your initiative to deal with queries  where appropriate.

Administrative:  • Diary management for the CRF Manager, managing weekly schedules and the diary and setting up meetings as requested.

• Liaise with the with the Administration and Reception Staff in the Centre for Neuroimaging Sciences (CNS) to ensure the effective administration of the MRI suite is captured on the Edinburgh Package ® (EDI) to enable correct billing.
• Organise and attend meetings as required, including booking rooms/venues, organising travel arrangements (national and international) and catering, compiling agendas, preparing papers, taking notes, typing up and disseminating minutes, tidying up after meetings and following up action points and acting as a first point of contact for  enquiries.
• Set up laptop/data projector and load presentations in preparation for  meetings/interviews etc. Report any faults with this equipment in accordance with Trust procedures and follow up to ensure equipment is repaired in a timely manner.
• To provide CRF staff with general administrative support as requested.
• To be responsible for ordering / monitoring office, travel and catering.
• Be responsible for taking and arranging room bookings for the CRF meeting room.
• Ordering, though the appropriate electronic system stationary, consumables and medical equipment ensuring that adequate stocks are maintained. Receiving delivered goods and assisting in their unpacking and storage.
• Provide support to users in their use of office equipment in the CRF including use of the audio visual and document scanning equipment.
• Maintain efficient and effective administrative and business systems, electronically and paper based.
• Provide administrative support to the, Quality Assurance and Facility Manager as requested and assist in the preparation and distribution of the CRF Newsletter.
• Provide support to Quality Assurance in fridge/freezer alarm incident report management.
• Ensure accurate information is captured on electronic patient databases for patient and trial bookings to allow for accurate statistical analysis.