Apprentice Clinical Trials Receptionist and Administrator University of Oxford – Paediatrics

About this apprenticeship

The Apprentice Clinical Trials Receptionist and Administrator is the first point of contact for phone calls, emails and visitors coming into the Oxford Vaccine Group (OVG). They deal with enquiries and requests from members of the public, study participants, employees and staff over the phone, email, and face-to-face. They assist in managing visit bookings with study participants, maintaining study visit calendars, and supporting colleagues in the administration of clinical trials. They have responsibility for elements of the day-to-day functioning of the building: e.g. management of incoming and outgoing post, maintaining information on databases, collating requests for repairs, forwarding of appropriate information throughout the group. They provide administrative/secretarial support to OVG including data entry, minutes of the team meeting, ordering stock, maintaining the Buddy System and acting as Display Screen Equipment (DSE) Assessor. This role requires adaptability, a can-do approach and a high level of attention to detail. Responsibilities: 

Provide a reception service for visitors coming in to the office or clinic, ensuring that all visitors comply with our procedures. 
Be the first point of contact for emails, phone calls and day-to-day administrative queries from members of the public, study participants, employees and line managers, including accepting and distributing deliveries.
Management of incoming and outgoing post and forwarding of appropriate information throughout the team.
Liaise with study participants and/or the study team to book appointments, resolve disrupted appointment times, offer new appointments and re-arrange existing appointments according to protocol timelines.
Keep calendars for visit appointments up to date, and support the preparation of paperwork in readiness for visits.
To administer, maintain and coordinate the logistical aspects of the clinical trials according to Good Clinical Practice (GCP) and Standard Operating Procedures (SOPs).
To assist colleagues working on studies by monitoring and maintaining the study documents, databases, spread sheets and equipment.
Maintain discretion and confidentiality of study participants and medical records.
Undertake regular sample runs to the lab as requested.
Set up meetings and actively participate in taking minutes at the team meetings.
Maintain the Buddy System, compiling rotas monthly, ensuring that staff know when to call / or it’s their turn to be Buddy / Senior Buddy, also ensuring that the ‘on call’ phones are tested weekly. Act as DSE Assessor to ensure a safe working environment for staff (training will be provided).
Be responsible for practical support i.e: creating Induction folders and arranging meetings for new starters, in conjunction with the team PA’s and line managers.
Be responsible for maintaining stationary supplies and ordering stock within the office.
General office duties including: photocopying, shredding, filing and arranging couriers. Liaise with building staff regarding the maintenance of departmental equipment such as the printers.
Undertake a range of clerical or administrative tasks, which require a high level of attention to detail, as requested and is reasonable for the role. This includes assisting in travel arrangements e.g. taxi bookings, preparing interview documents for staff conducting interviews, and supporting in event arrangement where appropriate.
Follow standard operating procedures (SOPs) for the Oxford Vaccine Group (OVG).
Work after hours on occasions (with time taken back at a later date).  

Training

Duration:

15-months practical training period, plus 3 months for End Point Assessment

Delivery model:

Work-based training with your employer
10 days Business Professionals training at college 
Approximately 12 on-site assessment visits per year
Off the job training will count for at least 6 hours per week of an apprentice’s time at work

Qualifications included:

Level 3 Business Administrator apprenticeship standard

End Point Assessment:

Knowledge test
Portfolio based interview
Project/improvement presentation

What you could go on to do

Over 80% of our apprentices continue with us in the role they have been trained for after their apprenticeship and that is just the start of their career