02 Nov
Administrative Assistant - Drug Safety-REF7108Y- 12 Month fixed term contract
North Carolina, Richmond , 28330 Richmond USA

Job Description

An Administrative Assistant - Drug Safety will providecomprehensive administrative support for all aspects of the Follow-up services provided for the clients of ProPharma Group, including generating Follow-up letters, reporting received Follow-up information and tracking all actions into a Follow-up database. In addition, they will providing comprehensive administrative support to the Medical Information (MI) Enquiry Handling teams and Senior Management.

Essential Functions Include:

Follow-up Service Specific Responsibilities

Typing and formatting of Adverse Event (AE) and Product Quality Complaint (PQC) Follow-up correspondence (letters, faxes, emails), including assembling necessary enclosures and attachments. Quality checking the correspondence produced before it is passed to an IP for second checks. Then sending the correspondence to the customers within the deadlines detailed in the client WPs. Adding received solicited follow up information to the AE/PQC report forms, quality checking the report to check accuracy before sending to the IP for second checks. Then sending the report form to the client within the deadlines detailed in the client WPs. In line with the client WPs checking that receipts are received for all reports sent to clients and chasing for receipts when required. Accurately tracking all Follow-up actions performed e.g. correspondence sent, Follow-up reports sent to client, Follow-up calls made etc into the client specific databases. On a rota basis completing a weekly review of follow-up correspondence to be sent and cases to be closed and then accurately adding the actions required to the workload spreadsheet. In line with the client WPs informing clients on a regular basis when cases have been closed. Other Follow-up related duties as defined in the client specific WPs. Assisting with the daily, weekly and monthly client reporting activities as delegated by the Manager.

General Administration Responsibilities

Providing comprehensive administrative support to the Medical Information (MI) Enquiry Handling teams and Senior Management in an accurate and efficient manner. On a rota basis answering the main telephone line into the Company in a professional manner and transferring calls as appropriate. On a rota basis meeting, greeting and signing in all visitors to the ProPharma Group office in a friendly, courteous and professional manner. Supporting the filing clerks including opening the daily mail received into the company, franking and posting the mail, filing, archiving and checking stationery stocks. Logging MI enquiries into the logging database under guidance from the Information Professionals (IPs). General administrative duties as delegated by the Manager including copy typing and data entry tasks. Effectively perform in at least one of the following task areas: o MI Correspondence: Typing and formatting MI correspondence (letters, faxes, emails). Assembling enclosures and attachments for the correspondence. Then checking the quality of correspondence produced before it is sent to the enquirer. o AE and PQC Sending: Sending AEs and PQCs to the clients on behalf of the IPs, chasing receipts as required and checking and filing associated paperwork.o Metric Reports: Generating metric reports from data produced from the Enquiry Handling Systems. Quality checking the data entered on the metric report before it is sent to the client.

Quality Assurance

Maintaining quality in all areas of the job, particularly when completing Follow-up and MI correspondence, reporting Follow-up information to the clients and assisting with sending of AEs & PQCs. Ensuring to check the client information table prior to any Follow-up actions completed. Completing check sheets required for tasks as defined in the Company Standard Operating Procedures (SOPs) and Working Instructions (WIs). Filing and archiving documents required for tasks e.g. check sheets, sent emails etc as defined in the Company SOPs and WIs.


Having a solid working knowledge of, and to comply with, the Standard Operating Procedures of ProPharma Group. Working in a professional manner at all times, with clients, customers, team members and management. Complying with the Company’s health and safety policies. Ensuring the Confidentiality Statement within the Contract of Employment is adhered to at all times in respect of the data and property of ProPharma Group, its clients and employees of the business. Ensuring that any confidential information or personal data related to ProPharma Group and its clients is managed in accordance with Data Privacy regulations as described in ProPharma Group SOPs.


At least 5 GCSEs (grades A-C) or equivalent including Science and English. Able to work within a team in a professional manner. Sound written and oral communication skills. Good accuracy and attention to detail skills. Solid level of productivity on all tasks. Sound organisational and prioritising skills showing an effective workload management system. Able to work to tight deadlines. Able to understand and follow processes. Pleasant and professional telephone manner. Computer literacy (MS Office).

Additional Information

Candidate must be legally eligible to work in the United Kingdom.

ProPharma Group does not accept unsolicited resumes from recruiters/third parties. Please, no phone calls or emails to anyone regarding this posting.

This is a 12 month fixed term maternity cover contract

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