Administrative Assistant

Start Date: From October 2024  Duration: Permanent; Full time  Location: Oxford (hybrid working - remote and office based)  Reporting to: Senior Research Project Manager Salary: £25K   PURPOSE OF ROLE:   Akrivia Health are looking for a capable admin assistant who can utilise their skills and experience in support of an ambitious and innovative research programme. The objective of the research programme is to create a precision psychiatry bioresource enabling the development of novel treatment options and improved, biologically informed classification for the most challenging conditions in psychiatry. This research programme will build the foundations for the improvement of precision medicine targeting by augmenting patient medical records with valuable genomic, biomarker and digital data. The project is funded commercially and is being undertaken in collaboration with academic and commercial partners, as well as the NHS. This role will support a larger programme team brought together to develop the world-leading data asset and bioresource.   The role is focused on this central project, however, fits into a company whose primary purpose is to help to accelerate improvements in medical research, service delivery and health outcomes for patients with mental illnesses and dementia through the provision of advanced data analytics services and clinical trial optimisation support.    KEY RESPONSIBILITIES:   

• To undertake general administrative duties and maintain electronic filing systems as required in support of the team. 
• To ensure relevant information is recorded and tracked to meet the requirements of the study protocol. 
• To perform Site Initiation Visits, sponsor oversight visits and study closeout visits as required.
• To assist with the acquisition and distribution of trial documentation and to establish a trial site file for each trial in accordance with ICH Good Clinical Practice (GCP) and research governance. 
• To work closely with the project team in liaison with vendors and stakeholders to arrange meetings, record minutes and file correspondence appropriately. 
• Support the study team in handling study emails, invoices and resource allocation.
• To support the wider Akrivia Health Team in administrative duties as required, including maintenance of health and safety information, provision of supplies and catering/equipment for internal and external meetings. 
• Other duties as agreed with your line manager. 

  The job description is not intended to be rigid or inflexible, and the main duties and responsibilities of the post listed above may be subject to change in light of experience and developments within the programme. You are expected to work flexibly and respond positively to changing needs.  Additional expectations  

• Adhere to all company policies and procedures, completing all obligatory training and induction modules, including Cyber Security Essentials and Health & Safety.
• Respect confidentiality: all confidential information should be kept in confidence and not released to unauthorised persons.
• Participate in the company’s professional development reviews and take a proactive approach to own professional development.
• Demonstrate exceptional customer service in dealing with all stakeholders.
• Embody and uphold the company’s Vision and Values. 

  PERSON CRITERIA   You are:  

• A confident communicator both verbally and in writing. 
• Able to use your initiative to work independently to organise and prioritise various tasks on a day to day basis, as well as involving the wider team as required.
• You pay strict attention to detail and use good problem solving skills to perform your role to the highest standard. 

  Essential selection criteria  

• Previous experience in an administrative position 
• Familiarity with managing high volume of documents and filing these appropriately 
• Excellent ability to keep records and tracking logs 
• Good minute taking experience and confidence generating minutes in a range of meetings from project working groups to board meetings.
• Experience in written communications via emails and reporting 
• Great time management skills 

  Desirable experience and skills  

• Experience working in clinical studies would be advantageous. 
• Familiarity with clinical study filing processes. 
• Knowledge of Microsoft Sharepoint

  WHO WE ARE:    Akrivia Health Limited has been established as a spin out company from the University of Oxford since 2019.     Akrivia Health’s primary purpose is to help to accelerate improvements in medical research, service delivery and health outcomes for patients with mental illnesses and dementia through the provision of advanced data analytics services and clinical trial optimisation support.    Package:  

• Competitive salary package depending on skills and experience. 
• Pension scheme with the opportunity to receive employer contributions. 
• 25 days annual leave, plus the bank holidays (+3days after 3 years). 
• Health insurance package after probation completion. 
• Fantastic learning and development opportunities, including annual training budget. 
• Hybrid working – minimum 2 days per week in office (can be discussed). 

  Right to work:   We have a legal responsibility to ensure that you have the right to work in the UK before you can start working for us. If you do not have the right to work in the UK already, any offer of employment we make to you will be conditional upon you gaining it.