Patient Services and Regulatory Affairs - Administrator

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Job Description

Job Summary

To provide administrative support to the Patient Services (PS) and Regulatory Affairs (RA) teams to facilitate the effective running of the Patient Services and Regulatory Affairs teams in the UK and Ireland in support of Takeda’s commercial activities and strategy, reporting to the Patient Services Lead and under direction of the Regulatory Affairs Country Lead.

Responsibilities

Superuser of key procurement and vendor management systems e.g. Ariba Guided Buying, InvoiceTrack, BuyEasy, LINC, DAS, TPORM.

Administrative support including:

• Scheduling and organising all elements of meetings/training/events, both internally and externally
• Support onboarding/offboarding of staff, including ordering of IT equipment, requesting access to relevant systems and mailboxes
• Management of shared mailboxes for PS and RA
• Liaising with Takeda Business Solutions as needed
• Onboarding of new vendors
• Management of contracts and agreements
• Updating Sharepoint sites/shared drives with relevant documentation (e.g. Homecare provider monthly reports, Regulatory Authority statements, Contracts)
• Update trackers for PS and RA as required
• Attend and contribute to PS and RA team meetings
• Coordinate monthly RA induction sessions as part of Takeda onboarding programme
• Record attendance at training sessions
• When required, provision of administrative support to the Medical Director, UK and Ireland.

Financial support including:

• Management of Purchase Requisitions and Purchase Orders, including spend projection
• Timely invoice reconciliation and account management with vendors (including Regulatory Authorities and Homecare providers)
• Resolution of invoice errors and challenge spend (as needed)
• Responding to financial queries from vendors
• Liaising with Finance and Takeda Business Solutions as required to resolve errors
• Oversee HPRA fee tracker and manage Advanced Payment Scheme

Education, Experience, Skills/Competencies and Disposition

Qualifications:

• High school diploma or equivalent.
• 2+ years of experience in an administrative or team assistant role.
• Experience working in a pharmaceutical, biotech, healthcare, or other regulated environment.

Skills/

Competencies:

• Enthusiastic, committed and conscientious
• Good interpersonal skills, with effective verbal and written communication skills
• Approachable and a strong team player
• Proactive, with a willingness to learn and take direction
• Well organised and good planning skills
• Good attention to detail
• Confident with the ability to present to others
• Can effectively prioritise and handle multiple tasks
• Computer literate
• Able to work under pressure

Disposition:

• Positive work ethic
• Enthusiastic
• Confident
• Able to take the initiative
• Ability to operate as a flexible team player and independently as required
• Sense of urgency; can do attitude
• Supports business priorities

Complexity and Problem Solving

Works with limited direction from the Patient Services Lead and Regulatory Affairs Country Lead. Work is reviewed periodically for adequacy in meeting objectives.  Exercises good judgment in a variety of often complex situations, selecting suitable methods and techniques to maintain compliance and execute effectively.

Internal and External Contacts

The position reports to the Patient Services Lead.

Internal and external job contacts related to the position include: 

• Regulatory Affairs Country Lead and Regulatory Affairs team
• Patient Services Team
• Medical Director UK and Ireland
• Medical Leadership Team
• Senior Management
• Administrators across the business
• Cross functional team members (including Medical, Finance, Commercial)
• Regulatory agency personnel
• Homecare Company staff
• Takeda vendors

Locations

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