The role of a Clinical Trials Administrator (CTA) can be quite varied and extremely interesting, as there is no “typical week”. The work changes depending on the status of the trial and the extent of involvement of the company within the trial.
A particularly interesting week recently was the final build up to an Investigators Meeting (IM), for one of our larger studies. This was to be attended by delegates from sites situated all over the UK. Coordinating 11 Investigators and their clinical team’s attendance at a single meeting is no small feat!
In addition to all the usual CTA responsibilities, the previous weeks had been busy sourcing a venue with the necessary facilities, along with negotiating rates for delegate meeting room hire, overnight accommodation and all the associated costs. Subsequently, booking the required accommodation and organising the travel arrangements and arranging a pre meeting dinner for all delegates became the responsibility of the CTA.
The final build up to the IM was pretty manic, as all the speakers / presenters needed to be made aware of their allocated time slots to ensure the day ran smoothly and to plan. Presentations needed to be drafted, reviewed and printed. Handouts (including the presentations) and study specific documentation, which had previously been printed and bound, were collated and delegate packs produced along with name badges. These all had to be packed up and shipped to the venue in time for the pre meeting organisation.
Of course, whilst all this was being arranged, there were still copious emails and essential trial documents to be maintained within the TMF. A number of trackers which are in place also needed to be constantly updated to reflect the current status of the trials, site specific details and equipment supplies. The week of the IM was also busy for the CRAs who were actively working with the sites to gain local approvals. This meant that the documentation being produced, including R&D submissions, costings, contracts all had to be tracked and filed alongside handling the meeting preparations. All communication related to the study must be kept to provide a clear paper trail.
On the day of the IM, the room had to be set up for the early arrival of the delegates and speakers, who were greeted at the reception desk with a warm welcome, croissant and hot coffee.
The relevant study specific documentation and delegate packs were handed out and any questions or arrangement queries answered.
There was still work to be done whilst the meeting was in progress, organising refreshments and lunchtime arrangements with the facilities manager.
At the end of the day, the room was cleared ensuring no confidential documentation or study specific equipment was left behind, and any requested transport had been organised for delegates to return home.
The day finally over, a quick debrief meeting with the Sponsor and other internal staff, then a detour to the airport with the Sponsors to catch their flight home.
A non-compulsary end to the week was a post meeting brainstorming session with one of the CRA’s in the local pub on the way home!!
A good end to a very busy, successful week.