Project Administrator at Wits Health Consortium

Key performance areas

• Receive visitors into the research centre.
• 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).
• 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.
• Conduct pre-screening for 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.
• 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 for driving 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 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 certificate or equivalent (Relevant tertiary degree would be advantageous).
• Desirable additional education, work experience and personal abilities
• Trained in GCP
• Experience working in a donor funded organisation or NGO.
• 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.
• Required minimum work experience.
• Minimum 3 or more years relevant work experience in research and/or administration.

Closing date:  10 July 2026