Full Assistant Support for UK Medical Director, including:

• Full Diary Management and arrangement and co-ordination of meetings including 1:1s, Direct Report meetings, offsite and other management meetings.
• Email screening, dealing where necessary on behalf of MD.
• Chase for responses to requests so they are provided in a timely manner
• Meetings support – agenda preparation, slide preparation, minute taking, meeting follow up
  • HODs Meeting
  • HOMAs Meeting
  • Medical TA Reviews
• Managing travel and accommodation arrangements and providing Director with full travel itineraries including any related meeting documentation.
• Assistance with all aspects of on-boarding of new Heads of Medical and other team members
• Conference and course registrations.
• Financial administration/ support
• Support Medical Heads / MD Direct Reports where necessary
• UK ALT /WEC Deadlines:  Ensure Medical Director has any supporting information/documentation to be able to respond in a timely manner.
• WEC Monthly Highlights
  • Prepare in timely manner for MD to check and then enter into Survey Monkey for submission to WEC
• Affiliate Monthly Highlights:  Request updates from Medical Heads, compile and send to GM’s Assistant by due date.
• Liaise with WEC Assistant and Ops Team and UK Affiliate Assistants, in particular ALT Assistants
• Medical Events:
  • Medical Offsite Annual Meeting
  • Bi-Monthly Medical Townhall Events
  • Medical Day at Brand Workshops/January Conference - Cross-Function working as part of Steering Committee
• On-Boarding of new Heads of Medical and other team members - including arranging induction meetings, equipment; processes, book onto Head Offcie Induction – follow On-Boarding Check list; Access to Medical Drive, ISOTrain, Training Folders
• Veeva/Foresight – Preparation of Monthly Dashboards templates to send to HODs and collate their dashboards into master Dashboard for MD.

OTHER RESPONSIBILITIES:

• MLOR:
  • Set Up Meetings
  • Chase for supporting documentation prior to the meeting to give to MLOR Team in advance of the meeting
  • Chase quarterly for update on the projects discussed from the project owner
• Organisation Charts:
  • Keep updated monthly – get signed by MD and file; send to UK GM’s Assistant ror adding to UK Intranet; upload to WEC Organisation Charts Sharepoint Site
  • Keep Divisional Signature Log up to date with starters and leavers
  • Keep FullTime (WEC System) updated with staff movements
  • Advise relevant stakeholders of starters and leavers – eg. ISOTrain Accounts, Access to Medical Drive
• Email Distribution Lists
• Chase for ISOTrain – Late Training
• Arrange Meetings
• WEC Visits – Annual Deep Dive Meeting and WEC Medical Townhall to all 19 WEC Countries
  • Co-ordinate all logistics of the meeting and for WEC/Global visitors.
  • Townhall
• One R&D:  Assist with meetings, attend.  Keep MSL Site Tracker updated quarterly in liaison with SM&M
• Business Continuity Planning (BCP): – Coordinate annual BCP Test Day, collate responses and ensure Third Party Contact Spreadsheet is kept update.
• Support Medical Affairs HCV/SPD and Medical Affairs Dermatology Teams
  • Ad Boards, venues, PSAs, FMV
  • IFT Meetings support – venue arrangement
  • Sponsorships
  • Payments
  • POs
  • Providing office-based administrative support, direction and coordination of day to day logistical issues where appropriate
• Support PV and MIMR Teams as required – Finance support
• Co-ordinate with other Medical Admins meeting  to improve and maximise efficiency
• Regular Medical Admins meeting with Finance and OEC
• Undertake any ad hoc projects.
• Ensuring general administration is managed appropriately and kept up to date.