Medical Affairs Co-ordinator (Project Management Office)

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Date: 15-Feb-2021

Location: Uxbridge , United Kingdom, UB8 1DH

Company: Daiichi Sankyo Europe



Passion for Innovation. Compassion for Patients.™

Daiichi Sankyo and its 15.000 employees in more than 20 countries are dedicated to the creation and supply of innovative pharmaceutical products. In addition to a strong portfolio of medicines for hypertension and thrombotic disorders, the Group’s 2025 vision is to become a “Global Pharma Innovator with Competitive Advantage in Oncology”. Our European headquarters are in Munich, Germany and we have affiliates in 12 European countries. For more information:

Salary: £30,000 - £40,000pa depending on experience.

Comprehensive reward and benefits package.

Office based role in Uxbridge


Purpose:    To provide hands on support to the UK Oncology Medical Director and the wider Medical department to enable the smooth running of operations: To identify and champion improvements in systems and processes. To ensure compliant approval of all medical materials and initiatives. To work closely with the medical information/PV oncology lead to deliver a seamless service for medical information and drug safety.


Accountabilities / Measures:


1.    Administrative Support 

•    Provide pro-active, responsive and high quality administrative support to the Medical Teams to include managing the arrangement of meetings. 
•    Provide an informed, customer-focussed first-point-of-contact for all initial enquiries.
•    Liaises with Health Care Professionals to ensure the smooth running of processes and payments in line with contracts.  
•    Acts as the communication channel for the consolidation of feedback from the Medical team regarding the roll out of new and updated systems and processes.
•    Identifies areas for improvement across the business, and actively champions the solutions.
•    Provides General admin support and cover for the Oncology Business Unit partnering with Business Unit Assistant

2.    Jointly responsible and accountable for Project Management Office (PMO) with HR Advisor (PMO) Medical Administrator (PMO) Marketing Administrator (PMO), Commercial Excellence & Office Admin roles.

•    First point of contact for administering Project Approval Forms (PAF), supplier contracts and all other relevant procurement documents
•    Responsible for reviewing PAFs, supplier contracts and all other documents before forwarding them for approval
•    Constructively challenge non-compliance of company’s procurement policies and processes 
•    Provide cover for raising purchase orders when other individuals in PMO are away
•    Responsible for raising POs.
•    Responsible for managing and storing all supplier contracts in one place
•    Pro-actively participate in projects that are managed by PMO
•    Pro-actively monitor progress of projects as required
•    Responsible for establishing (and maintaining) consistency, efficiencies and management of costs
•    Provide ad hoc support required in PMO function

3.    Grants and Donations, Support and Collaborative projects

•    Working in conjunction with the Compliance Manager, responsible for managing the Grants and Donations Mailbox and ensuring responses are sent in a timely and accurate manner. •    Responsible for updating the Grants and Donations spreadsheet.
•    Work with the MSL team to facilitate any support for HCPs (eg congress attendance)
•    Support NHS collaboration team with joint working application paperwork
•    Ensuring all key internal and external communications and documents are filed effectively and are easily accessible.

4.    Operational Plan Delivery

•    Tracks the job bag process to ensure “real time” tracking and timely approval of all materials/programmes.
•    Responsible for input and  support with the Veeva process including referencing for all medical job bags.
•    Ensure compliant HCP contracts for all 3rd party activity and Transfer of Value records.
•    With the Commercial Administrator, manages the process whereby promotional materials are distributed to the field force, & liaises with external suppliers to deliver this. Monitors inventory, updates the team & flags issues up the line. Responsible for managing the process of “materials recall” where required in line with direction provided by Medical Services.
•    Manages the T Drive & ensures that process is fit for purpose at all times.
•    Support the Commercial Assistant with general administrative responsibilities across the Business.

5.    Ensure delivery of an effective, high quality and robustly compliant medical information service to external and internal customers 

•    Ensure all enquiries are dealt with in an accurate, timely and appropriate manner providing realistic deadlines.
•    Work in collaboration with the European Medical Information function to ensure consistency and alignment in communication of medical information.
•    Develop and maintain a system of copy review for medical information materials to ensure scientific and medical accuracy and compliance with the ABPI Code of Practice.
•    Formulate standard letters for the product range with primary focus on the key promoted products.


Technical/Professional Knowledge:


•    Science Degree Qualification 
•    Excellent personal organisation and multi-tasking skills, in particular the ability to manage and fulfil the requirements of a Director, Senior Managers and their teams.
•    Strong communication and influencing skills.
•    Highly competent user of Microsoft Office software products specifically Excel & Power Point.
•    Ability to manage multiple projects effectively and to manage conflicting priorities whilst ensuring effective delivery of assigned work-streams.
•    Broad understanding of financial/budget management principles & processes.
•    Excellent interpersonal skills.
•    A high level of proactivity and the ability to work with minimal day to day management. 
•    Prepared to travel in the UK to meetings on a limited basis.

•    Post graduate experience in a scientific communications role
•    Successful experience in an Administrator/ PA role 
•    Previous experience of coordinating activities and projects across a cross-functional team.



What we offer:

We offer an interesting, diversified and challenging position, good contractual conditions, flexible working models, all the social benefits of a modern company and a professional environment where you will have the opportunity for personal growth.