Business Support Assistant

2 weeks ago

United Kingdom Britannia Pharmaceuticals Ltd Full time

OBJECTIVE

To provide executive level secretarial assistance and administrative support to the

Britannia Management Committee (BMC).

KEY ACCOUNTABILITIES

  • Managing all administrative support for the Britannia Management Committee (BMC)
  • Management of complex international travel for the BMC, including booking of flights, visas, hotels, and car transfers following through to completion.
  • Planning of all BMC requested meetings, coordinate and review calendars and ensure that all participants are informed. Purpose and agenda of meeting is to be communicated, and sufficient time is allocated (included travelling time to and from meetings). Assist in preparation of documents and presentations, where required.
  • Make all necessary arrangements for meetings, incl. but not limited to, room booking & equipment, catering, and ensuring all attendees are informed completely and in time as well are present as needed.
  • Produce all BMC minutes and appropriate action trackers within a timely manner. Which may include analytical skills required including charts and graphs
  • Management of the PO system for the BMC, raising PO’s as requested, overall administration of the system.
  • Prepare monthly expenses on behalf of BMC.
  • Diary management for BMC members as and when required.
  • Ensures compliance with appropriate procedures / SOPs etc.
  • Assist in preparation of documents and presentations as required.
  • Follow up actions and tasks to ensure specific deadlines are met.
  • Document Management, filing and confidential disposing.
  • Administrator for Grants and Donations Committee.
  • Provide support and assistance for all Town Hall Meetings and business events held throughout the year.
  • All communication, information and situational observations to be handled with utmost confidentiality and discretion.

Plus any other tasks reasonably requested and deemed appropriate by the company. The above points (key accountabilities) should be carried out in accordance with company policy and to a professional/high standard, taking account of commercial and legal requirements as well as ensuring that the company’s integrity is always a high priority.

Compliance

Is responsible for working in accordance with our compliance procedures, legislation and regulatory requirements at all times. This includes, but not limited to, directives and guidance such as PMCPA, NMC, APBI Code of Practice, GMDP and other GxPs.

PERSONAL SPECIFICATION (Skills required to perform the job)

  • Experienced personal assistant
  • Vast experience of administration skills and duties
  • Excellent communication
  • MS Office applications; including Excel; PowerPoint; Project; and Word, is required
  • Planning and organisational skills, ability to meet tight deadlines and multi-task in a fast moving global team
  • Proactive and seeks information to resolve issues
  • Ability to adaptable and work in fast-paced environment
  • Advanced typing and minute-taking skills
  • Must maintain the highest levels of confidentiality and data management

  1. VALUES - Actively embraces and positively demonstrates Company Values

Integrity - Each and every one of us acts ethically in line with the company's internal and external standards. Our actions are led by speaking up and respect.

Entrepreneurship - Each and every one of us drives new ideas and actions, creating future growth and value.

Agility - Each and every one of us leads change with flexibility and decisiveness as part of our ongoing journey of personal development.

One STADA - Each and every one of us acts in the best interests of the company as a whole rather than our business unit or function in order to build one successful STADA.

CORE COMPETENCIES

Personal Excellence

  • Works in a conscientious way within laid down parameters; being prepared to achieve tasks to a high standard
  • Provides information in a timely, comprehensive, concise and consistent manner
  • Manages own daily activity and actively adapts to changing priorities, business demands
  • Responds positively to setbacks and puts in extra effort, when required
  • Continually seeks opportunities for improvement within their role & takes the initiative to improve performance

Delivering Results

  • Identifies and proposes opportunities for continuous improvement in own business area and implements them
  • Manages own daily activity and actively adapts to changing priorities, business demands
  • Demonstrates openness to change in priorities and willingly accepts new approaches and methods.
  • Understands stakeholder expectations and takes ownership of a task accepting responsibility for outcomes

Relationship Building and Communication

  • Builds strong relationships, internally and externally, sharing information and working collaboratively to complete tasks as necessary
  • Seeks clarity and guidance when required
  • Shares all relevant information with others and seeks others’ input
  • Actively listens and correctly interprets messages, understands assignment instructions and applies them as directed

SPECIAL RELATIONSHIPS AND CONTACTS (Internal and External)

Internal

BMC and all employees.

External

Any third parties as required.

Plus any other tasks reasonably requested and deemed appropriate by the company. The above points (key accountabilities) should be carried out in accordance with company policy and to a professional/high standard, taking account of commercial and legal requirements as well as ensuring that the company’s integrity is always a high priority.

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