Key Responsibilities
Contracts
Support Line Manager in the overall management of research and clinical trials agreements and contracts
Ensure that appropriate due diligence procedures are followed when contracting or subcontracting third parties, clinical trials are appropriately budgeted, and the intellectual property, financial security and other interests of the SVHG are adequately protected
Progress from receipt to execution the review and negotiation of Clinical Trials agreements (main focus) and other research agreements as required (e.g. confidentiality/non-disclosure agreements, collaborative agreements, sub awards, material transfer and data sharing agreements…) in line with SVHG Research Directorate policies and service level expectations
Ensure all supportive documents meet ethics, regulatory, legal, and institutional requirements, including sponsor and SVHG, SVHG Research Directorate, policies
Ensure that contractual terms align with SVHG Research Directorate requirements and SVHG Investigators agreed budgets, payment schedules, insurance arrangements and regulatory approvals
Ensure that all research contracts comply with institutional policies, sponsor/funder requirements, regulatory frameworks and ethical approvals
Support post-execution contract management activities, including review and negotiation of amendments, extensions, and close‑out
Identify contractual risks (e.g. liability, indemnity, insurance, intellectual property, publication rights, termination clauses) and elevate complex or non‑standard issues to the Business & Operations Manager as required
Protect SVHG interests (e.g. access to the results of research for further use or acknowledgment in publications
Act as a key point of contact for sponsors, CROs, funders and collaborating institutions in relation to research contract queries and timelines
Support investigators and research teams by providing practical guidance on contractual terms, processes and requirements throughout the lifecycle of a research project
Accurately record and maintain contract data within research management and tracking systems, ensuring version control and audit readiness
Ensuring timely internal approvals and signature in accordance with SVHG delegated authority
Provide administrative and project management support to Line Manager on initiatives which improve the overall performance of the Department (e.g. drafting SOPs, Policies, Guidance, Training materials)
Contribute to the continuous improvement of research contract processes by identifying recurring issues, delays or inefficiencies and proposing solutions to line manager
Participate in the identification and review or development of relevant training materials, briefings and knowledge‑sharing activities to promote best practice in research contract management at SVHG
Keep line manager informed and escalation cases as required
Clinical Trial Finance & Budget Management
Support Lead investigators during feasibility site assessment by reviewing financial assumptions and advising on cost recovery
Support Lead Investigators and their team to prepare, review and monitor competitive budgets for Clinical Trials contractual arrangements, including per‑patient costs, start‑up fees, pass‑through costs, invoicing and overheads, in line with SVHG costing models and funder/sponsor requirements and reflecting project needs, staff effort, pharmacy and other SVUH material costs, equipment, travel, subawards, and indirect costs
Participate in budget negotiations with sponsors and CROs
Ensure that agreed budgets are accurately reflected in clinical trial agreements and amendments
Support SVUH Principal Investigators and their research team and Research Finance in the development, implementation, coordination and maintenance of mechanisms to prepare and coordinate clinical trial invoicing, including milestone, per‑patient and pass‑through invoices, ensuring accuracy and compliance with contract terms
Coordinate clinical trial invoices, including milestone, per‑patient and pass‑through invoices, ensuring accuracy and compliance with contract terms
Support Investigators and their team on monitoring incomes against agreed budgets and flag variances, delays or financial risks to the line manager
Conduct regular reviews of spending with Investigators and their team to detect deviations, overspending, or the need for reallocation and/or contract amendments
Collaborate with Investigators, their team, and SVUH Finance to resolve discrepancies to contract
Support financial close‑out of clinical trials, ensuring all invoices are raised and outstanding income pursued
In collaboration with Investigators and their team liaise with sponsors and CROs as required to discuss variations and contractual implications
Provide administrative and project management support to Line Manager on initiatives which improve the overall performance of the Department (e.g. drafting SOPs, Policies, Guidance, Training materials)
Keep line manager informed and escalation cases as required
Teamwork and Motivation
Contribute to the development of a streamlined and professional contracts support service by participating in regular team meetings to highlight contracts‑related issues and suggest improvements
Provide additional support to colleagues when needed so that deadlines can be met
Assisting with training new staff, as required
Managing workflows in the area to ensure that an efficient service is provided for research activities.
Liaison and Networking
Establish collaborative relationships with SVUH colleagues and with counterparts at partner organisations and external bodies (Sponsors, CROs, Funders…) in order to negotiate contractual terms and conditions which successfully deliver research projects within the constraints of SVHG RD and funder regulations
Participate in relevant external professional networks and disseminate information as required
Where possible seek to influence policies in the interests of SVHG RD and network with other end users
Manage your own continuous professional development, internal collaborations and external networks, in order to contribute to service quality, research excellence and innovation
Service Delivery
Review, interpret, and negotiate supportive documentation received from external parties
Update template documents, as required
Ensure financial terms of research contracts (payment schedules, invoice triggers, withholding, currency, VAT where applicable) are clearly defined and operationally deliverable
Work with Finance to ensure contracts are financially implementable post‑execution
Support SVHG Research Directorate by complying with the administrative processes relating to research contracts and proactively promoting good research contract and finance management practice aligned to SVHG policies and procedures
Demonstrate SVHG Research Directorate values through your behavior at work, including your duties and responsibilities in respect of equality and diversity, health and safety, data protection, and any other legislative requirement Decision Making
Identify whether SVHG Research Directorate can comply with terms and conditions for a contract and whether the insurance policy will suitably indemnify the proposed research work (e.g. CTIS, CIS, Insurance Certificate level…)
Follow due diligence procedures in order to assess the risk of contracting collaborating institutions or service providers
Protect SVHG access to the results of research for further use or acknowledgment in publications
Assisting line manager with training new staff in functions relevant to the position
Initiative and Problem Solving
Resolve disputes that arise during a contract negotiation by suggesting changes that consider the needs of both parties;
Determine when contractual requests are more complex than initially presented, identify the problems and decide whether they can be resolved or should be referred to Line Manager
Through referral to policy and guidelines, and drawing on experience in the field, propose solutions to complex issues within research contracts concerning legal, regulatory and funder obligations, and help the Research Directorate to learn from recurrent problems, through the
Contribute to the development policy, priorities and agendas by highlighting issues, suggesting improvements
Conduct contract negotiations in the context of all the relevant data, including background information from the client, prime sources from the funder and specialist advice on finance, legal and research governance matters
Additional Information
Deploy the necessary legal and financial expertise to protect SVHG from exposure and risk and to assess risk in context and provide contractual risk management solutions where required
General
Provide reporting metrics, as required.
Support other activities as may be requested by Line Manager and Director of Research
Adhering to all relevant Policies, Procedures and Guidelines (PPGs) and the HSE Code of Practice for Healthcare Record Management.
Dealing with queries
Data entry on relevant IT systems in accordance with relevant PPGs.
Participating in rotation of duties with other team members as required
Performing such other duties as may be required from time to time
Undergoing programmes of training and development as may be required from time to time
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