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Medical Operations Assistant Specialty Care

Closing date
26 Apr 2024

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Job Details

Medical Operations Assistant: Specialty Care

As an experienced administrator with a knack for project management and a passion for supporting high-functioning teams, you may be looking at your next role! A career with us is about discovering breakthroughs that change patients' lives. You will play an essential role in this by helping to drive medical strategies forward and enhance operational efficiency.

Your advanced skills as Senior Administrator will be appreciated by our medical affairs department, as you'll coordinate meetings, manage diaries and resolve routine issues with ease. Your proactive approach, proficiency in digital platforms and operational excellence will enable effective delivery of key projects. You will use your initiative to resolve issues and propose innovative solutions to problems

We'd love to hear from you if you enjoy professional independence, have strong organisational skills and a passion for making a positive difference.

The position will play a critical role in supporting medical teams with operational activities across the Pfizer UK medical affairs department. The role will partner with the teams to support delivery of medical strategies, tactics and projects and will enable effective and efficient processes and use of systems.


  • Proactively coordinate meetings, maintaining diary invites and efficiently resolving conflicts and routine issues.
  • To provide timely and accurate responses to inquiries, including incoming telephone calls, emails and written mail; to read and respond where appropriate, file and manage these areas in the team's absence, always maintaining confidentiality.
  • Take a lead role and fully participate in project work to identify, plan, manage and implement improvements and enhancements to existing working practices and/or develop new working practices ensuring all relevant stakeholders are engaged and involved where appropriate and colleagues receive necessary communications.
  • Establish and maintain office procedures and systems (eg. filing or record-keeping systems, databases) to support processes in line with Pfizer SOPs and recognising, planning and applying improvements to office procedures and systems ensuring all relevant stakeholders are engaged and involved where appropriate and colleagues receive necessary communications. Support onboarding of new colleagues.
  • Provide operational support to medical teams. Contribute ideas, fostering pace and enthusiasm, negotiating timely execution of work and developing self in order to maximise personal contribution to projects whilst maintaining high standards. Proactively share best practice.
  • Collate and analyse information for use by teams and leaders in departmental decision-making, ensuring that such information is relevant, accurate and provided to set deadlines and participate in departmental decision-making, liaising with teams and leaders as appropriate.
  • Plan, organise and prioritise work on a daily basis to meet deadlines and plan ahead to meet upcoming / cyclical deadlines.
  • Act as a first point of contact and efficient liaison channel for the teams for both internal colleagues and external customers ensuring queries are dealt with effectively and sensitively where necessary. Taking the initiative to identify and handle problems / issues that arise on behalf of these colleagues.
  • Co-ordinate arrangements for internal and external meetings, including travel arrangements for attendees, the appropriate facilities, resources and catering to meet general requirements and available budget. Co-ordinate issuing of agenda and meeting materials. Document minutes/action points for meetings.
  • Produce routine documents such as letters, reports and other documentation such as presentations and spreadsheets. Management of professional records repository for medical affairs.
  • Process financial / administrative information on behalf of the teams and leaders, checking and validating information for completeness and investigating errors and discrepancies. Acting as a point of contact to finance representatives when required on behalf of the teams and leaders. Management of forecasting and tracking of medical budget.
  • Act as a source of information around the company, the industry, contact points, processes, policies or general advice and problem-solving solutions, providing relevant information/guidance and support to other colleagues as appropriate.


  • Extensive experience in relevant senior secretarial or administrative role.
  • May have qualification at 'higher education' level.
  • Project management skills and experience.
  • Must have clear and concise communication and coordination skills with an ability to respond with professionalism in verbal and written communications.
  • Comprehensive knowledge of departmental policies and procedures (gained through extensive experience of working in an office environment).
  • Must have good judgment with the ability to work with confidential documents and information. Where appropriate confidently challenge upwards professionally.
  • Demonstrated planning skills with the capability to work independently, be pro-active, self motivated along with strong organizational skills. The ability to manage priorities, handle multiple tasks with frequent tight deadlines, work well in a team environment.
  • Ability to co-ordinate the activities of others and to work under pressure, maintaining a calm and considered approach.
  • Wide-ranging knowledge of how an organisation works, including international organisation and personnel (gained through extensive experience of working at a senior administrative level).
  • Ability to take a wider perspective when making decisions.

The core digital capabilities identified are as follows:

· Capability to use digital technology provided by the organisation

· Confident and competent with digital compliance requirements

· Experience in using a range of digital platforms

· Basic understanding of core digital metrics used by the organisation

· Awareness and integration of digital channels to meet our customer needs.

N.B digital technology refers to equipment/applications and digital platform refers to the software/hardware used to host applications/ exchange of information.

Work Location Assignment: Flexible, based at Walton Oaks, Tadworth (Surrey)


We aim to create a trusting, flexible workplace culture which encourages employees to achieve work life harmony, attracts talent and enables everyone to be their best working self. 

In the UK, we have around 2,400 colleagues across four locations, working within our commercial business, research and development (R&D), manufacturing and distribution operations.

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