Administrative Specialist (Business Support)

29 Mar 2021
12 Apr 2021
Full Time
Contract Type

Job Description

To provide a range of administrative support, working under general supervision, to the Medicinal Sciences (MedSci) group through the admin shared service model to include support to extended Leadership Team (eLT) member(s). To work as part of the team to identify and implement processes, best practices and standards.

Organisational Relationships

Reporting to:

  • MedSci extended Leadership Team member

Essential Working Interfaces:

  • MedSci UK Admin Centre of Excellence (CoE), Sandwich
  • MedSci designated eLT member(s) area(s) of responsibility
  • MedSci, Sandwich
  • Administrative colleagues across various sites worldwide



  • Provide full administrative support to designated eLT member(s)
  • Provide generic administrative support to wider MedSci community at Sandwich, on rotational basis via the MedSci UK Admin CoE
  • Proactively manage calendar for designated eLT member(s), anticipating conflicts and using diplomacy to resolve problems
  • Local and Global travel arrangements, including preparation of itineraries, documentation and organising visas (if required)
  • Provide support on general departmental administration e.g. organisational charts, distribution lists, etc
  • Assist with meeting planning and logistics e.g. internal/external, onsite/offsite, local/international, etc
  • Preparation and expense management for eLT member(s) (if required)
  • General administrative duties e.g. photocopying, scanning, post distribution, etc.
  • Sending documents via courier and tracking (if required)
  • Electronic filing of documentation e.g. SharePoint repository
  • Provide support to ensure general departmental efficiency
  • Budget management (if required)
  • Preparing, editing and formatting of documentation e.g. correspondence, presentations, etc
  • Maintenance of SharePoint site(s) (if required)
  • Provide support to a variety of cross-line, local and global projects and initiatives
  • To share best practice and learning across the MedSci UK Admin CoE
  • Use of internal financial systems to raise orders, process payments and assist with associated queries
  • To assist recruitment campaigns


Essential Skills and Experience

  • Previous on-the-job administrative experience as well as being multi-skilled through job‑related training developing specialised skills in own area of responsibility
  • Knowledge and understanding of Microsoft including Outlook, Word, PowerPoint and Excel
  • Project management skills with the ability to work within tight deadlines, identifying problems and relevant issues in non-routine situations in a structured environment
  • Must be proactive and demonstrate ability to multi-task, prioritise work and manage own time referring only new or unusual problems to supervisor
  • To be able to complete recurring assignments independently selecting the most appropriate method or approach to do so within prescribed limits of authority
  • Good attention to detail
  • Highly approachable with the ability to work independently and effectively as part of a team acting as an informal resource for colleagues with less experience
  • Good interpersonal skills required to develop effective relationships at all levels
  • Must demonstrate positive and helpful demeanour
  • Must be enthusiastic, helpful, motivated, reliable and hard working
  • Ability to work under pressure in a fast paced environment
  • Discretion and the ability to work with sensitive and confidential information


Desired Skills and Experience

  • Experience of working in a support role in a global environment
  • Has strong knowledge and skills needed for position within assigned area
  • Ability to act as a point of contact and communication channel for internal and external stakeholders
  • Solution orientated looking for ways to add value and assist the team
  • Competence with Pfizer computer systems, including ARIBA, SharePoint, Pfizer Travel and Expenses (PT&E), WebEx

Closing deadline for applications is April 10th.

All applicants must have the relevant authorisation to live and work in the UK.


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