Administration Assistant - Rare Disease Business Unit

Date:  12 Jun 2024
Department:  Rare Central-North EU
Team:  Human Resources
Job Type:  Direct Employee
Contract Type:  Permanent

Manchester, GB



We are seeking a proactive and organised individual to join our team as a Rare Diseases Business Unit Assistant. In this role, you will provide vital administrative support to ensure the smooth operation of our business unit. You will work closely with various team members and departments to facilitate communication, manage documentation, project(s) implementation and assist in day-to-day activities. This position offers an excellent opportunity for someone looking to gain valuable experience in a growing business unit that makes an impact on patients suffering from rare and ultra-rare diseases

Main Responsibilities


  • Organise all Rare Franchise Meetings and attending (for minute taking) when applicable
  • Manage the teams’ financial/budgetary processes and contribute to budget planning and continuous monitoring
  • Manage and implement administrative workflows of purchase and internal orders on SAP 
  • Liaise with Finance Team for budget data consolidation and reporting to meet main financial processes deadlines
  • Liaise with Procurement & Legal departments for purchase orders management, service agreements finalization and upload on the internal platform DIKESI and in PAYCE as appropriate. 
  • Organise and coordinate international meetings and events with internal and external stakeholders
  • Act as point of reference for congress management
  • Act as key user for internal tools/platforms (e.g. SAP, Linney, PAYCE, Veeva PromoMats, MARIO & SONiC – not a restrictive list)
  • Material management stock levels in Linney.
  • Working with the Rare Disease teams to ensure material lists are current, up to date and expired items are actioned as appropriate.
  • Veeva (PromoMats) Vault job management - uploading, ensuring metadata is correct (in line with SOP), being responsible for ensuring tasks pass through review/certification,are updated in line with reviewer comments, and proactively follows up with reviewers/certifiers within agreed timelines.  Being responsible for material reporting and checks to ensure all materials are current and expiring items are actioned accordingly.
  • Website management maintenance coordinator




  • Recent and relevant experience in a similiar administration position


Technical Skills

  • Knowledge of operating platforms (e.g. SAP, Dikesi, PAYCE, Veeva PromoMats, MARIO & SONiC).
  • Knowledge of the Office package (e.g. Excel, Word, Power Point and Teams).
  • File management (mainly digitally)
  • Knowledge of rare diseases


Soft Skills

  • Adaptability and flexibility
  • Planning and organisational skills
  • Communication skills
  • Attention to detail
  • Prioritisation of workload
  • Ability to suggest and implement best practice working procedures
  • Team working
  • Proactiveness
  • Customer service focus (internal & external)