Project Administrator (Contract) Wits RHI

Main purpose of the job:

• To direct and coordinate Wits RHI Research project administration and related operational activities

Location:

• Wits RHI, Research Centre - 7 Esselen Street, Hillbrow - Johannesburg
• On the 3rd and 4th Floor

Key performance areas:

• Receive visitors to the research center
• Awareness and adherence to relevant policies/guidelines related to the effective functioning of the organization’s research administration and facilities
• Coordinate and oversee the procurement process by liaising with relevant stakeholders (Project managers/coordinators)
• Receive and direct telephone calls to relevant staff
• Receive and direct letters and other hardcopy bulk emails to relevant staff
• Take minutes at relevant meetings and disseminate within 3 days
• Archive documents as needed
• Send bulk printing to print shop for printing, binding, and distributing protocols, and manuals to staff members
• Welcome, identify participants’ needs, and direct them to specific projects
• Provide participant with information as needed
• Conduct pre-screening for screening participants
• Register participant in the daily register per project
• Verify the identity documents (e.g., original IDs, permits, asylums, and passport); copy, certify and file all identity documents as needed
• Issue/open screening files for screening participant
• Check co-enrolment status and update the backup BCEPS spreadsheet as needed (if BCEPS is down)
• Add participant to BCEPS
• Allocate participants and deliver/call relevant staff to complete visit procedures
• Identify bottlenecks and improve clinic flow
• Administer electron surveys e.g., THREAD/ACASI if needed
• Administer relevant CRFs and update the electronic database as required
• Reimburse participants with cash or electronically (e.g., FNB wallet), update clinic study appointment card, schedule participants on a shared calendar, update visit flow assessment and allocation roaster
• Reconcile financial statement with WHC finance clerk
• Cash count, scan, and submit recons to WHC finance clerk
• Issue gift items and certificates to participants
• Communicate planned meetings, book meeting room, and related arrangements
• Liaise with the operation department for maintenance of reception and waiting area requirements
• Conduct additional duties as per study Delegation of Authority logs
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership of driving your own career development by participating in ongoing training and development activities such as workshops, forums, conferences, etc.
• Attend to all staffing requirements and administration i.e., admin duties training
• Comply with Good Clinical Practice (GCP), Protocol requirements, and Standard Operating Procedures (SOPs)
• Verify the accuracy of data in source documentation and accuracy of transcription from source data to Case Report Forms (CRF) as needed
• Ensure errors on source documents e.g., CRF is corrected, initialed, and dated
• Support the timely transmission/data faxing of relevant Case Report Forms following QC activity (as needed)
• Ensure completion of corrective action of internal and external QC reports and monitoring reviews
• Assist with staff training (and retraining) where error trends are identified

Required minimum education and training:

• Grade 12
• A relevant qualification in Administration

Required minimum work experience:

• Minimum 3 years experience in research and/or administration

Desirable additional education, work experience, and personal abilities:

• Trained in GCP
• Experience working in a donor-funded organization or NGO
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office
• Able to maintain confidentiality, tact, and professionalism at all times
• Able to exercise discretion, high levels of initiative, and independent decision-making
• Must be assertive, confident, and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• A valid driver’s license

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• AJ Personnel is fully POPIA Compliant.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 08 September 2022.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.

Please note:

• Our Client, WHC - RHI, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.
• WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
• AJ Personnel is only responsible for advertising the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.