Clinical Trials Assistant

Clinical Trials Assistant

Fixed Term for 4- Months, full time

Start Date: ASAP

Purpose of the Role:

The Clinical Trials Assistant supports the research team by providing essential administrative assistance and ensuring the smooth operation of clinical trials. This role involves meticulous data management, participant processing, and communication tasks to facilitate efficient and accurate trial conduct.

Job Summary

The Clinical Trials Assistant plays a vital role in the administration and coordination of clinical trials. Key responsibilities include data transcription, document management, participant processing, and maintaining the participant database. The assistant also supports communication with healthcare providers and enrolled participants, updates the website, manages professional documents, and provides occasional reception cover.

Key Tasks

Clinical Trials Assistant

• Administrative assistance with scheduling of unit activities


• Accurately transcribes source data from subject workbooks to electronic case report forms (eCRF), if required.


• Collates source documents and maintains timely supply of screening and main workbooks


• Process screened participants


• Update database


• Merge letters, print and present to Dr’s for signing and process letters through to filing in participant folder and electronic folder


• Compile workbooks


• Prepare letter template for ongoing communication


• Ensure GP letters and Clinic Alerts are provided to referring specialists


• Ensure lay summary of results is sent to enrolled participants


• Maintain the NZCR site Participant Database


• Import from website registration


• Refer enquiries to appropriate person


• Update participant information on an ongoing basis.


• Act as back-up for DBA


• Website


• Update and maintain website


• CV/Certificates/Licenses Management and Document Portal


• Keep track of electronic copy of CVs, GCPs, Practicing Certificate and professional indemnity certificates as appropriate, organise update


• Provide user access to external monitor/non-monitor as required to our Document Portal


• Provides reception cover as and when required (includes regular weekday lunchbreak reception cover).


• Other miscellaneous administrative duties as delegated by RM/SCTL/PETL.

Reception Support to Main Receptionist as Required

• Provide courteous and friendly front desk reception services; ensure all visitors sign in and are announced to the appropriate staff member


• Answer telephone, screen and direct calls and manage fax machine


• Receive, sort and distribute mail within the office; files correspondence and other materials as required


• Organise taxi travel for study participants

Minimum Position Qualifications

Education:     Tertiary degree in a science-based discipline or planning/working towards such a degree. 

Experience:   Preferred: previous administrative role. Experience in clinical research/medical centre/healthcare environment.

Knowledge, Skills and Abilities Required

• Friendly, personal and helpful


• Must be self-motivated, well organised and able to follow carefully defined processes


• Meticulous attention to detail


• Ability to take responsibility for own work, and to work in a team


• Strong interpersonal and communication skills/friendly and personable manner


• Ability to work to tight deadlines and to accept and respond positively to change


• Skill in the use of a networked computer and Microsoft office applications such as Word/Access/Excel.