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Trial Administrator

Company: University of Glasgow    Location: Glasgow
Provide efficient and effective administrative support to the Chief Investigator (CI), Principal Investigator (PI), Trial Co-ordinator, Clinical Research Fellows (CRFs) and other team members working on a major Investigator Initiated clinical trial called SUGAR-HF.
Main Duties and Responsibilities

1. Responsible for the operational delivery of day-to-day administrative support to Chief Investigator, and senior Principal Investigator, and other members of the trial team. Identify opportunities for process improvement and efficiencies.

2. Arrange, manage and clerk Study Trial Management Group (TMG) meetings. Develop agendas in discussion with Trial Co-ordinator, draft and collate papers, provide minutes and follow-up on any action points raised.

3. Document management ensure updated sets of trial documents are distributed and filed appropriately. Proofread documents to ensure accuracy and readability.

4. Co-ordinate multi-site activities for the trial as required.

5. Monitor income and expenditure against budget and resolve project and financial queries, highlighting potential issues, and liaising with the Research Support Office to ensure maximum funds are claimed from funders. Problem solving when needed and consulting with the budget holder when appropriate.

6. Assist with the development, submission and tracking of research grant applications, liaising with Research Support Office and Divisional Administrator to ensure financial requirements and University authorisations have been achieved.

7. Assist with the development of original articles, e.g. adding citations, creating new figures and tables from data provided, and proofreading. Submitting final manuscripts online to prestigious medical journals. Track deadlines for abstracts, presentations, manuscripts and reviews, ensuring adequate notice to submit documentation and meet deadlines. Obtain co-authors signature/approval of relevant forms and conflicts of interests.

8. Manage emails, diary, national and international travel arrangements, and conference registrations. Manage expenses and payments of honoraria, creating and maintaining accurate documentation regarding claims and payments.

9. Assist in creation and improvement of presentation slides in PowerPoint.

These key tasks are not intended to be exhaustive but simply highlight a number of major tasks which the staff member may be reasonably expected to perform.

Knowledge, Qualifications, Skills and Experience


A1. Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
A2. Good Clinical Practice (GCP) Certification.
A3. Excellent secretarial and administrative skills.
A4. Knowledge and use of citation manager software.
A5. Knowledge of administrative and support systems, process design and improvement.
A6. Knowledge and understanding of data integrity and its importance.

B1. Knowledge of University of Glasgow systems, policies and procedures relevant to the role.


C1. Advanced IT skills using the Microsoft Office suite of packages.
C2. Excellent attention to detail and accuracy.
C3. Excellent oral and written communication skills, including tact, diplomacy and discretion.
C4. Efficient internet research and data gathering from a wide range of medical journal websites.
C4. Proven analytical skills including the ability to review and digest complex information and to summarise conclusions and provide recommendations for consideration by Institute senior team.
C5. Excellent organisational, planning and proactive problem solving skills.
C6. Ability to exercise initiative, working independently to progress projects and propose innovative solutions, referring to senior management as required.
C7. Demonstrated ability to set priorities, work with diplomacy and efficiency in a highly pressured environment.
C8. Excellent interpersonal skills, including ability to act positively with staff, students and a wide range of external contacts at all levels.
C9. Ability to plan and organise complex projects and events.


E1. Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s).
E2. Experience of working independently and resolving unforeseen issues and challenges.
E3. Document Management experience, working with large and complex documents and with trial data sites, with an ability to summarise clinically relevant data in an efficient manner using appropriate spreadsheets or similar.
E4. Experience of working in a HE or research environment

F1. Experience of HRCORE.
F2. Project management experience.

Job Features

Admin support to Chief Investigator, Principal Investigator, Clinical Research Fellow, Trial Co-ordinator and other team members as required.

Planning and Organising:
Plan and organise own workload effectively and efficiently with minimal supervision to meet tight deadlines and ensure that any unforeseen difficulties that arise are dealt with at short notice and to a high standard.
To deal with unexpected change in workload, priorities and deadlines across the subject.
Provide administrative support exercising initiative and judgement to resolve problems independently.
Exhibit confidence in making decisions within agreed boundaries and referring appropriately out with these

Decision Making:
Prioritising work and balancing competing demands.
Appropriate organisation of events.
Evaluate complex issues/problems and exercise professional knowledge and judgement in deciding how to address these either by answering alone or referring to the most appropriate member of staff.
Suggest and implement changes to service provision within appropriate areas of responsibility.

Internal/External Relationships:
Communicate on a daily basis with a wide variety of personnel at all levels within and outwith the University.

Problem Solving:
Pre-empt problems, and ensure systems are in place to prevent them happening; however, if they arise, recognise and resolve them efficiently and effectively, either personally or by ensuring that they are directed to the appropriate source.
Dealing with day to day admin queries and developing solutions for recurrent issues.

To have an ability to swiftly adapt to changing situations.
Willingness to update skills in accordance with change.
Focus on continuous improvement of systems and processes.

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 6, £28,098 - £31,604 per annum.

This position is full time and has funding until 14 August 2019.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful applicant will be eligible to join the Universities Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.

Vacancy Ref: 019852, Closing Date: 4 February 2018.

It is the University of Glasgows mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity

The University of Glasgow, charity number SC004401.

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