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Nuffield Orthopaedic Centre - Main Building
Nuffield Orthopaedic - Main, Windmill Road
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Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS)
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NDORMS, Oxford Trauma and Emergency Care, Kadoorie Critical Care Research Centre, John Radcliffe Hospital, Oxford, OX3 9DU
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We have an exciting opportunity for a Project Administrator to join the Oxford Trauma group at the Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences, to be based at the Kadoorie Critical Care Centre, John Radcliffe Hospital, Oxford. As a Project Administrator, you will carry out day-to-day administrative coordination of project(s) with minimum supervision, reporting problems immediately, and providing updates to the Trial Manager. You will work within the Oxford Clinical Trials Research Unit (OCTRU) Standard Operating Procedures (SOPs). You will be responsible for monitoring of your own project and related junior staff to ensure quality assurance compliance and you will provide administrative support for meetings and support to the Trial Manager in the development of case report forms and documents. You must be educated to A-Level standard (or possess equivalent administrative qualifications/experience). You will have excellent IT literacy, including a strong working knowledge of Word and Excel, with the ability to create and use spreadsheet applications. Evidence of following and working to detailed written instructions associated with quality control or compliance, and ability to maintain clear and accurate records and demonstrable knowledge of data management, research quality management and monitoring activities are essential. Understanding of clinical governance, familiarity with IRAS and experience of working within a registered clinical trials unit would be desirable. This is a full time fixed-term appointment for 2 years in the first instance. The closing date for this position is 12 noon on 9 August 2024. You will be required to upload a supporting statement as part of your online application.
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_________________________________________________________________________ Job title Project Administrator Division Medical Sciences Division Department Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences Location Oxford Trauma and Emergency Care, Kadoorie Critical Care Research Centre, John Radcliffe Hospital, Oxford, OX3 9DU Grade and salary Grade 5: £28,759 - £33,966 per annum Hours Full time (Part-time considered, 80% minimum) Contract type Fixed-term for 24 months Reporting to Clinical Trial Manager Vacancy reference 174300 Research website https://www.ndorms.ox.ac.uk/Oxford-Trauma-and-EmergencyCare The role The purpose of this role is to contribute to the work of the Oxford Trauma and Emergency Care group. As a Project Administrator, you will be assisting the Clinical Trial Managers of the group in the successful delivery of research projects. You will provide comprehensive and efficient administration and office management for a number of projects in the field of Orthopaedic Trauma Research. As well as strong all-round administrative skills, the role involves use of electronic data capture software. You will be comfortable learning and working with software for data management activities. Successful research involves collaboration with hospitals around the UK and potentially abroad, and you will liaise with a large range of professionals within these institutions. You might also be communicating with patients or their carers via telephone and email. You will work as part of a multi-disciplinary team supporting studies through the various phases (set up, recruitment, data collection, monitoring, follow up, close out). The role will be mainly office based (with optional partial remote working), but you may be required on occasion to travel within the UK. You will have great general IT skills, with the ability to create and use spreadsheet applications to ensure monitoring is conducted according to local procedures. We expect you to have outstanding organisational and communication skills which you will use confidently. You will be self-motivated and friendly, and have a responsible and flexible approach to your workload. You will be able to maintain clear and accurate records, and be effective in meeting priorities and deadlines. Responsibilities • Provide administration in compliance with the UK Policy Framework for Health and Social Care, the Data Protection Act and other applicable legislation and guidance. • Carry out day-to-day administrative coordination of project(s) with minimum supervision, reporting problems immediately, and providing updates to senior team members. • Work within the Oxford Clinical Trials Research Unit (OCTRU) Standard Operating Procedures (SOPs), and monitor own projects and related junior staff to ensure quality assurance compliance. • Provide administrative support for meetings, including management of diaries/electronic calendars, the preparation and distribution of agendas and taking, transcription and distribution of minutes. Follow-up of action points arising from meetings. • Support the Trial Manager in the development of data report forms and documents related to database development, and liaise with programmers in OCTRU to ensure timely database delivery. • To answer trial-dedicated telephone calls and perform, when needed, follow-up study data collection with patients and carers via telephone. • Ensure timely research data capture from collaborating sites. Track, organise, and collate data, maintain accurate, efficient filing and prepare new files. • Maintain and assist in monitoring the budget processes including requisitions, orders and receipt of goods. 2 • Typing, audio-typing and formatting of letters, reports, minutes and presentations, and general correspondence/documents, using word processing, spreadsheet, e-mail and other software packages. Production of draft copy for standard letters, reports, and communications. • Professional, responsive and courteous communication; deal directly with routine queries and ensure that messages are passed to the appropriate member of the team in a timely fashion. • Be responsible for organising and planning own workload to meet research priorities, readjusting plans to respond as situations change or arise. Provide support for junior staff. • To move across projects with enthusiasm as directed by the Senior staff, and provide cover for other projects during times of absence. The job description is not intended to be rigid or inflexible and may include other duties and responsibilities as may be determined: you will be expected to work flexibly and respond positively to changing needs. Pre-employment screening All offers of employment are made subject to standard pre-employment screening, as applicable to the post. If you are offered the post, you will be asked to provide proof of your right-to-work, your identity, and we will contact the referees you have nominated. You will also be asked to complete a health declaration (so that you can tell us about any health conditions or disabilities so that we can discuss appropriate adjustments with you), and a declaration of any unspent criminal convictions. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/. Selection criteria Essential selection criteria • Educated to at least A-Level standard or equivalent administrative qualifications/ experience. • Ability to demonstrate excellent IT literacy, including a strong working knowledge of Word and Excel, with the ability to create and use spreadsheet applications. • Evidence of following and working to detailed written instructions such as Standard Operating Procedures, associated with quality control or compliance, and ability to maintain clear and accurate records. • Ability to demonstrate knowledge of data management, project quality management and monitoring activities. • Effective verbal and written communication skills including an ability to effectively deal with telephone and email enquiries and proficiency in spoken/written English. • Strong administrative experience including organising meetings and/or multiple appointment scheduling and minute taking. 3 • Self-motivated, able to work independently with a flexible attitude and ability to respond well to changing priorities and to meet deadlines. • Demonstrate an understanding of data protection and other statutory requirements and professional guidelines. • Experience of dealing with and communicating effectively with a range of individuals and professionals. Desirable selection criteria • Understanding of clinical governance and its implications and importance for research. • Previous project management experience within a clinical research study. • Familiarity with Electronic Data Capture systems • Experience of working within a registered clinical trials unit. 4 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Medical Sciences Division The Medical Sciences Division is an internationally recognised centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: www.medsci.ox.ac.uk Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences The Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) is part of the Medical Sciences Division and is the largest European academic department in its field, running a globally competitive programme of research and teaching. Our mission is to discover the causes of musculoskeletal and inflammatory conditions to deliver excellent and innovative care that improves people’s quality of life. Our highly skilled teams have expertise in a broad range of areas, including orthopaedic surgery, inflammation, immunology, rheumatology, medical statistics, epidemiology, and clinical trials. We currently have 460 staff, 100 students and have a grants portfolio worth over £148 million, and an annual turnover in excess of £38 million. 5 The Botnar Research Centre enables and encourages research and education into the causes of musculoskeletal disease and their treatment. The Centre provides world-class facilities for scientists in the field of musculoskeletal research. It takes a multidisciplinary approach, encompassing orthopaedic, rehabilitation and rheumatology clinical scientists, bone oncologists, laboratory scientists, epidemiologists, engineers and statisticians. The Botnar also hosts the Oxford Clinical Trials Research Unit (OCTRU) and the Centre of Statistics in Medicine (CSM), providing excellent statistical support to all aspects of clinical research. The Botnar opened in 2002, with a large annex completed in 2013. The Botnar is now home to around 300 staff and postgraduate students enjoying the international and friendly atmosphere of this workplace and benefits from the vast knowledge of leading experts in the field of musculoskeletal research. To accommodate its rapid growth, the Centre has opened another wing in early 2022. The new space provides additional 1000m2 of office and 1000m2 of laboratory space. The laboratory space includes a GMP clean room facility suitable for the manufacturing of biomaterials for human implantation. Sharing the site of the Nuffield Orthopaedic Centre, the largest specialist academic musculoskeletal hospital in the UK, puts the Botnar in a unique position to foster the collaboration between basic scientists and clinicians, which is essential to success in medical research. 6 The Kennedy Institute is a biomedical research centre uniquely bringing together discovery science and early-stage clinical research, to develop transformative new therapies for chronic inflammatory and musculoskeletal conditions. Broadly focused on the thematic areas of immunity and microbiome, inflammation biology and tissue remodelling and repair, the Institute’s research is relevant for a range of common diseases such as arthritis, inflammatory bowel disease, fibrosis and cancer. The Institute has capacity for up to 260 staff and students who work collaboratively across 25 research groups. This enables a multidisciplinary approach of molecular and cellular biology, combined with analysis of disease models, patient tissue samples and longitudinal clinical data. Collectively, these studies seek to uncover the biological processes that maintain tissue health and how these pathways break down in disease. Research at the Institute is supported by a suite of core technology platforms, as well as through strategic partnerships with other basic and clinical research centres in Oxford, across the UK and internationally. These state-of-the-art technologies include the Oxford-Zeiss Centre for Excellence and other advanced microscopy and imaging facilities, mass and flow cytometry, as well as capabilities for microbial genomics and functional microbiome studies made available through the Oxford Centre for Microbiome Studies. Complementing a strong programme of lab-based research, the Institute has established a core of expertise and technologies in data science including single cell genomics, statistical genetics, computational biology, and research informatics. A recent extension to the Institute building with a new third floor creates additional space purposely designed for computationally intensive research. A true trendsetter in innovative and transformational research, the Kennedy also boasts a relaxed and friendly atmosphere, revolving around its bright and airy atrium that provides a space for colleagues to meet over coffee and tea to talk about their research and beyond throughout the day. For more information please visit: http://www.kennedy.ox.ac.uk 7 Athena Swan The Athena SWAN Awards specifically recognise success in developing employment practices to further and support the careers of women in science, technology, engineering, maths and medicine (STEMM) departments in academia. In May 2015 the charter was expanded to recognise work undertaken in arts, humanities, social sciences, business and law (AHSSBL), and in professional and support roles. Within NDORMS, we feel that we have an established culture of equality but are using the process to spur on-going improvement that benefits everyone involved in the Department. Our on-going progress was rewarded in May 2014 with an Athena Swan Bronze Award and in October 2015 with a Silver Award. Our development in this area has resulted in a number of commitments to our staff, central to which are: ➢ establishing an open, supportive and family-friendly research environment ➢ supporting career progression through teaching programmes, personal development reviews and mentoring ➢ proactive communication of support policies such as flexible working, provision of leave, promotion and careersupport schemes NDORMS aims to actively promote the implementation of the University’s family-friendly policies to help foster a family friendly working environment, including provision of family leave (such as policies for maternity, paternity, parental, carers and adoption leave), flexible/part-time working and scheduling inclusive meetings. The University’s childcare services support staff with a Childcare Voucher Scheme to help staff save tax and national insurance on childcare costs, offer information on nursery providers and a nursery fee Salary Sacrifice Scheme, work in partnership with playscheme providers to help support families during school holidays and signpost staff to parenting, local authority and other organisations that help support families and parents. The Department is also committed to ensuring that staff undertaking part-time or flexible working receive the same access to benefits and entitlements as full-time staff, including the same opportunities for training and promotion, a pro-rata entitlement to leave including bank holidays and careful consideration of requests to work part-time (particularly for those by staff returning from maternity leave). For more information please visit: http://www.admin.ox.ac.uk/personnel/staffinfo/benefits/family/ and http://www.admin.ox.ac.uk/personnel/during/flexible/ We are also actively working to uphold the University’s aim of providing an inclusive environment and equal career opportunities by promoting equality, valuing diversity and 8 maintaining a working, learning and social environment in which the rights and dignity of all staff are respected. Separate University policies are also in place to ensure race, disability and gender equality. For more information, please visit: http://www.admin.ox.ac.uk/eop/ Oxford Clinical Trials Research Unit (OCTRU) OCTRU is one of 52 UKCRC registered Clinical Trials Units, gaining full registration in 2012. OCTRU is a collaboration between three Clinical Departments within the University of Oxford: Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Science, Nuffield Department of Surgical Sciences and the Department of Oncology. OCTRU is one of the larger CTUs in the country. OCTRU aims to build on existing excellence in design, conduct and reporting in both early and later phase clinical trials in surgery, musculoskeletal sciences, experimental medicine, rheumatology and oncology. OCTRU is a flexible and responsive organisation that has been shown to be capable of identifying the most important questions for clinical trials, ensuring excellence in design, securing funding, and conducting trials within budget and on time. We expect our research to make a significant impact on patient care and to be world class in standard. For details of our current and past work please visit our website www.octru.ox.ac.uk Oxford Trauma Oxford Trauma is a sub-theme within NDORMS and the Oxford BRC. It is one of the largest musculoskeletal trauma research groups in the world, delivering a full spectrum of clinical effectiveness studies including randomised trials, observational studies and big data projects. The group has close links to basic and translational scientists at the Kennedy Centre and Botnar Research Institute. The Oxford Trauma Group based in The Kadoorie Centre, on the John Radcliffe site providing a unique setting in which researchers interact with practising clinicians and have access to patients with the full range of traumatic injuries. The Kadoorie Centre provides facilities for approximately 60 research staff, with a clinical skills centre and lecture theatre. Clinical academic leadership is provided by Professor Matt Costa, Professor of Orthopaedic Trauma, Professor Keith Willett, Professor of Orthopaedic Trauma, Professor Sallie Lamb, Professor of Trauma Rehabilitation, Mr Xavier Griffin; Associate Professor of Orthopaedic Trauma, Mr Dan Perry; Associate Professor of Paediatric Orthopaedic Trauma and Mr Steve Gwilym, Honorary Senior lecturer in Orthopaedic Trauma. The team is supported by a full team of academic-related staff under Oxford Trauma’s Research Manager, Dr Juul Achten. For more information please visit: www.ndorms.ox.ac.uk How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. 9 As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of illhealth/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Help and support is available from: https://hrsystems.admin.ox.ac.uk/recruitmentsupport If you require any further assistance please email recruitment.support@admin.ox.ac.uk. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. 10 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for all academic posts and some academic-related posts. The University has adopted an EJRA of 30 September before the 69th birthday for all academic and academic-related staff in posts at grade 8 and above. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra There is no normal or fixed age at which staff in posts at grades 1–7 have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 11 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to My Family Care, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare. The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. 12
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Orthopaedics, Rheumatology and Musculoskeletal Sciences, Nuffield Department of (NDORMS)
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