Senior Administrator/Executive Assistant

Company: Direct to Headcount

Role:Senior Administrator/Executive Assistant

Location: London, Chiswick

Salary: Competitive

The Senior Administrator/Executive Assistant works as an integral member of the Donor Request Management Department, supporting the coordination of stem cell donations with unrelated donors.

Key Responsibilities:

· To notify donors that they have been identified as a potential stem cell match for a patient, to educate and consent donors and facilitate the management of the donors’ stem cell collections.

· Work within the Team managing the coordination of bone marrow and peripheral blood stem cell donations between identified stem cell donors and stem cell collection centres.

· Carry out information sessions with identified donors as a means of ensuring they are fully and properly prepared for the stem cell donation and collection, paying particular attention to ensuring the donor gives informed consent, in line with the companies "principles of informed consent" schedule.

· Evaluate donors for medical and non-medical factors affecting suitability and eligibility using guidelines set by the company and national regulations, including referring for further medical assessments where required.

· Schedule and manage donor medical assessments, working closely with the patient’s team and medical advisors to facilitate donor medical clearance.

· Responsible for communicating with national and international stem cell coordinators to complete the required documentation within designated timelines.

· Work with internal databases to record and document accurate donor case notes.

· Communicate and liaise closely with specialist courier companies to schedule national and international transport of stem cell products.

· Work closely with the company’s international medical team and other organisations in other countries to contribute to the quality and efficiency of policies and processes.

· Manage the relationships with hospital stem cell collection centres, ensuring they adhere to global standards. This includes monthly conference calls and regular face to face meetings.

· Work closely with the UK finance team to ensure all supplier invoices are paid on time and contract terms are met.

· Represent the Donor Request Management team at local and international working groups, inputting into organisational projects, as required.

· Respond to, and investigate, any quality incidents and adverse events, including providing recommendations for corrective and preventative actions.

· Work with the Donor Request Management Team Lead to resolve any donor and transplant centre complaints and respond as necessary. Perform any ad hoc activities as necessary.

· Ensure compliance with all medical/health-related standards, policies, procedures, and documentation requirements, registries, and regulatory authorities such as the Human Tissue Authority etc.

· To meet with the Head of Donor Request Management for the purpose of regular supervision and appraisal.

· To participate in staff training, organisation/team meetings and events, as required.

· To keep up-to-date with developments and learning in the field of stem cell donation.

· To comply with the organisation’s health and safety, confidentiality, data protection and other policies.

· To promote equality of opportunity and anti-discriminatory practices.

Essential Skills:

· Educated to A-Level (or equivalent) or relevant vocational training.

· 1-2 plus years work experience, working in a busy team/organisation.

· Previous experience of working with large database/CRM systems.

· Excellent written and verbal communication skills.

· Excellent interpersonal skills, including active listening skills and a good phone manner.

· Strong attention to detail and accuracy.

· Knowledge of, or ability to understand, medical terminology, case-note documentation, medical history documentation.

· Willingness to become acquainted with a very specific discipline/branch of medical science.

· Highly organised and able to multitask efficiently.

· Ability to work to and achieve clear targets and deadlines.

· Very proactive work ethic and ability to work on own initiative.

· Flexible approach with the ability to adapt to new and changing situations.

· Good IT skills, including use of MS Office (Outlook, Word, Excel and PowerPoint).

· Ability to work in line with GDPR and with an understanding of donor and patient confidentiality.

· Strong passion for the company’s mission and values. A strong team player.

· A high degree of sensitivity and empathy.

Background:

Inizio Engage is an equal opportunity employer, and employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of gender, sexual orientation, marital or civil partner status, gender reassignment, race, religion or belief, nationality, ethnic or national origin, disability, age, pregnancy.

Please note if you have not heard from a member of the resourcing department within 7 days your application has been unsuccessful at this stage.

Thank you for your interest in Inizio Engage