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Job Description

Medical Administrator

This role is based in our Paddington, London office.

The Medical Administrator is to provide administrative support to the Medical Director and wider medical team.

Key Accountabilities:

• Provide secretarial and administrative support for Medical Director e.g. managing meeting arrangements, travel and expenses, starters / leavers processes


• Understand the end to end procurement system and manage procurements activities as required by Medical Director (eg contracts, purchase requisitions, purchase orders, invoices etc…)


• Understand the copy approval system (PromoMats) – for certain events (eg Ad Boards) will be required to upload relevant materials and manage them through the system to certification


• File documents as per document retention policies – will require use of electronic document management systems


• Maintain up to date files across a number of areas of activity


• Act as administrator for the UK / Ireland Grants and Donations process, pulling together materials in advance of committee meetings, minute taking during meetings and communicating decisions to applicants


• Manage arrangements for starters and leavers across the Medical department


• Answering routine correspondence on own initiative, preparing Excel Spreadsheets and Powerpoint presentations as required


• Providing holiday / sickness cover for other administrative roles and ensuring appropriate training is given to those covering critical parts of own role whilst out of the office for significant periods


• Various temporary / one-off activities


• Undertake various projects as required by the Medical Director


• Undertake general administrative duties as required by Medical Director

Key knowledge and/ or experience needed

• Dedicated to A-level standard (or equivalent), GCSE grades A-C in English and Mathematics, Relevant administrative qualification


• Technically strong and experienced administrator with evidence of potential to develop further


• Experience working with multiple systems, including procurement / purchasing systems


• Used to working in a busy environment with multiple stakeholders and competing demands on time


• Pharmaceutical industry experience


• Experience working with key systems used by Takeda in including PromoMats and Ariba


• Remote working experience


• Well organized and able to work effectively and prioritise tasks in a busy environment


• Strong written and verbal communication skills


• Enthusiastic and willingness to take the initiative


• Focus on team and achieving results


• Problem solving mindset


• Motivated to learn and improve existing systems


• Planning and organization


• Attention to detail & accuracy


• Intermediate level user of standard MS applications (Word, Excel, PowerPoint)

APPLICATIONS CLOSING DATE: September 28th

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