Medical Affairs Coordinator Buckinghamshire, GB, SLJS

Are you a highly organised and proactive administrative professional with a passion for driving efficiency and supporting critical non-promotional initiatives? Servier is seeking a dedicated and detail-oriented Medical Affairs Coordinator to join our Head Office team based in Stoke Poges, Slough. In this pivotal role, you will provide comprehensive administrative and project support across our Medical Affairs, Patient Affairs, and Corporate Affairs functions, contributing directly to our mission of serving patients.

As an Medical Affairs Coordinator, you will be at the heart of our non-promotional activities, ensuring seamless execution and adherence to the highest standards of compliance. You will leverage your administrative expertise and a forward-thinking approach to streamline processes, manage complex projects, and facilitate effective communication within a dynamic environment. This role offers an exciting opportunity to apply modern digital tools and AI to enhance operational excellence.

• Provide end-to-end administrative coordination for diverse non-promotional projects across Head Office Medical Affairs, Patient Affairs, Corporate Affairs, and other key functions. This includes managing Veeva Event Management, drafting briefing documentation, populating contract templates, overseeing material approval, handling communications, and maintaining meticulous trackers.
• Orchestrate the seamless organization and coordination of Healthcare Professionals' (HCPs) sponsorship for international congresses, including comprehensive logistical management and processing all necessary paperwork in line with local and global regulations.
• Facilitate the coordination and processing of essential documentation for national conferences attended by our non-promotional teams.

• Champion the Veeva Promomats approval process, guiding all supported functions and providing expert advice, including the preparation and sourcing of critical references.
• Ensure the systematic organization of materials within Veeva Promomats, managing appropriate withdrawal and renewal cycles.
• Maintain robust, up-to-date filing systems across SharePoint folders, non-promotional materials, project documentation, and post-authorization study trackers.
• Support GCTS Veeva Event Manager entries, monitoring, and follow-up activities.
• Oversee comprehensive electronic and physical filing for each function, ensuring strict adherence to Servier's document retention policy and acting as a key contact for external archiving services.
• Coordinate timely submissions to relevant databases, including GCTS, and ensure compliance with data retention requirements, including the periodical destruction of confidential documentation.
• Actively support the maintenance of the medical affairs SharePoint and Veeva Promomats system to guarantee compliance with material approval and retention policies.
• Assist in audits and inspections, contributing to our continuous improvement in compliance.

• Arrange crucial internal head office non-promotional meetings, including liaising with relevant external participants when required.
• Accurately capture meeting minutes and prepare reports and correspondence on behalf of the Head Office Medical Affairs function.
• Document reconciliation activities, self-inspection checks, and system validations effectively.
• Screen and disseminate relevant news and information to the Medical Affairs department.
• Efficiently obtain references from medical and scientific journals via the British Library or other reference platforms.

• Maintain precise records of Medical, Patient, and Corporate Affairs SOP updates identified during internal discussions, communicating them to relevant authors for timely revisions.
• Provide invaluable support in the drafting or updating of SOPs, including assisting authors with formatting and editing.
• Offer support and assistance for VEM/GCTS submissions related to non-promotional events and projects.
• Liaise proactively with the Websop team regarding system issues and updates.
• Collaborate with the training team to ensure SOPs and related quizzes are effectively distributed to relevant departments.

• Monitor and manage the Grants and Donations (DOGS) email inbox.
• Handle all correspondence for the DOGS committee members, including the receipt, triaging, and distribution of incoming requests.
• Maintain accurate records of DOGS requests, approvals, payments, and follow-up actions using the DOGS Tracker.
• For all requests for support, coordinate correspondence, committee engagement, compliance documentation, and contract approvals in collaboration with the Medical lead, Grants & Donations Request for Support Committee Lead, Compliance Manager, and Patient Affairs Manager.
• Ensure accurate and timely financial administration of purchase orders and payments aligned…