About the position
Background:
- The Wits Reproductive Health and HIV Institute (Wits RHI) is a renowned African-led research institute that seeks solutions to Africa’s health challenges
- It is located within the University of the Witwatersrand and addresses some of the greatest public health concerns affecting our region, including HIV and its related problems, sexual and reproductive health, and vaccinology
Main purpose of the job:
- To direct and coordinate Wits RHI Research project administration and related operational activities
Location:
- 7 Esselen Street, Hillbrow, Wits RHI Research Centre Clinical Research Site (CRS)
Key performance areas:
- Welcome research centre visitors and direct to the specific project/ boardroom
- Awareness and adherence to relevant policies/guidelines related to the effective functioning of the organisation’s research administration and facilities
- Coordinate and oversee the procurement process by liaising with relevant stakeholders (Project managers/coordinators)
- Identify priority items for procurement
- Send e-mail to Operation’s coordinator, attach the list of admin stationery, obtain authorisation, and submit order to procurement
- Receive, sign and distribute procured items to relevant staff
- Receive and direct telephone calls to relevant staff
- Receive and direct letters and other hardcopy bulk mails to relevant staff
- Take minutes at relevant meetings and disseminate within 3 days
- Archive documents as needed
- Print, bind and distribute protocols, manuals to staff members
- Welcome, identify participants’ needs and direct 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. ID’s, permits, asylums and passport); copy, certify and file all identity documents as needed
- Issue/open screening files for screening participant
- Accompany the participant to admin block along with the file
- Check co-enrolment status and update the b-ceps spread sheet as needed
- Allocate participants to Research Assistance (RAs)
- Send participants files to staff for clinic flow
- Administer ACASI if needed
- Update the MEDIDATA
- Administer CRFs as needed
- Allocate participants to counsellors, nurses and clinician
- Allocate files to QC1
- Reimburse participants, update clinic study appointment card, diary, visit flow assessment and allocation roster
- Reconcile financial statement with WHC finance clerk
- Cash count and collect money to WHC finance clerk
- Issue gift items and certificates to participants e.g. Month 18
- Communicate planned meetings, book meeting room and related arrangements
- Liaise with the operation department to collect wastepaper and to deliver water bottles for the participants and staff, and to with the IT department to maintain the printing machine
- Comply with Good Clinical Practice (GCP), Protocol requirements and Standard Operating Procedures (SOPs)
- Verify 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’s are corrected, initialled 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 organisation / NGO or project-based environment
- Exceptional organisational 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
- Take ownership for own career development
- Take ownership and accountability for tasks & activities and demonstrates effective self-management
TO APPLY:
- Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV
- Please Apply Online and complete your registration via our website to enable and protect you as a candidate, and 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
- Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position
- 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
- Closing date: 10 July 2025
- Note: No CV will be accepted after the closing date
Please note:
- 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 and the response handling on behalf of their client Wits Health Consortium
- AJ Personnel does not have any salary or other information regarding the position
Desired Skills:
- Project Administrator
- Grade 12 (Matric)
- Good clinical practice (GCP)
- Johannesburg
- Qualification in Administration
- Research
- Degree
Employer & Job Benefits:
