Administrative Assistant (Medical)

The Position

To assist Medical department in administrative matters/concerns/requirements.

DUTIES AND RESPONSIBILITIES:-

Events

1. Oversee all aspect of event execution for medical department events; getting quotations, finding suitable venues and selecting appropriate vendors for the event.
2. Prepare delegate registration form for flight and accommodation booking.
3. Ensure all the necessary documents needed for purchase requisition are completed.
4. Coordinate with regional counterparts to ensure smooth execution of medical activities.
5. Manage and review contracts with vendors before signed off to procure their services.
6. Ensure all vendors deliver goods and services on time and as per contract/instructed.

Finance

1. Raise ePR and provide purchase order to vendors to confirm purchases of goods or services.
2. Create new vendor when necessary.
3. Prepare and update monthly accrual template.
4. Ensure all received tax invoices are in order, supported by documents, charged to the correct cost center and signed by managers and head of medical before submission to Finance.
5. Prepare payment requisition document for payment without invoice and advance payments.
6. Record and keep track of event expenses for all therapeutic areas.

Compliances & Code Of Conducts

1. Ensure all vendors/suppliers adherence company supplier code of conducts
2. Compliant to company code of conducts & policies

ENVISION

1. Record medical inquiries received from MSL in ENVISION
2. Categorize medical inquiries received as either medical inquiry, medical inquiry with potential adverse event or medical inquiry with technical product complain.
3. Dispose the inquiries that contain potential AE or TPC to the respective PV or TPC teams for their acknowledgement.
4. Prepare accurate response package to respond to the inquiry via ENVISION.
5. Perform monthly reconciliation with PV and TPC teams.

Regulatory

1. Conduct Regulatory Affairs submission via Health Sciences Authority (HSA) Portal
2. Support various local regulatory and registration work

Pharmacovigilance:

1. Administrative support for Singapore-specific pharmacovigilance related task in Health Science Authority (HSA) platform as and when deemed required by MSI Local Patient Safety Lead including but not limited to these tasks:

• Administrative support to perform submission of safety notifications in HSA website online form
• Administrative support to screen and retrieve Individual Case Safety Report (ICSR) from HSA AE database

 REQUIREMENT:

•         Bachelor's Degree in Business Administration (preferred) or Professional Training
•         2+ years of relevant experience
•         Ability to work well under pressure and multi-task with frequent interruptions and changing priorities
•         Strong organization and follow through skills
•         Meticulous and organized; Able to meet multiple deadlines with excellence
•         Able to work independently, analytical and problem-solve for issues
•         Agility & flexibility to manage multiple priorities
•         Pro-active and able to deliver tasks with a sense of urgency
•         Should be well-versed in overall office management, technical tools and software applications
•         Knowledge of the Prescription Medicine/pharmaceutical industry is desirable