Legal and Compliance Administrator

We have an exciting opportunity for a Legal and Compliance Administrator to join our Legal and Compliance team based in our Head Office in Manchester. 

At Chiesi it is our people who are at the heart of what we do and achieve. A proud family business we are a Top Employer and a Great Place to Work in the UK. 

The in the role of Legal and Compliance Administrator you will provide administrative support, guidance and coordination to the Legal & Compliance Director and team, ensuring all activities are carried out in accordance with Chiesi Policies, Standard Operating Procedures (SOPs), the ABPI Code of Practice and other relevant internal and external requirements. 

The successful candidate will have strong organisational skills, attention to detail and exemplary record keeping.

We offer a blended approach to work, giving you the flexibility to work from home 2 days per week on mutually agreed days. We also offer a great benefits package including Pension, Private Medical and Dental cover, 25 days leave, competitive salary, and an annual bonus scheme. 

The role will be based at our Head Office, we are close to Manchester Airport with excellent public transport links and the added advantage of free car parking and electric charge points if you choose to drive to work.  

If this sounds like the role for you then apply now following the apply now link. 

We look forward to welcoming you to our team.

Job Purpose

To provide administrative support, guidance and coordination to the Legal & Compliance Director and team.  To ensure all activities are carried out in accordance with Chiesi Policies, Standard Operating Procedures (SOPs), the ABPI Code of Practice and other relevant internal and external requirements. 

Profile

This individual will:

• Be proficient in all Microsoft Office programs (including but not limited to Word, Outlook, Excel and Teams)
• Be a good team player, with a positive attitude and a desire to support colleagues in delivering excellent customer service and experience to all internal and external stakeholders   
• Be able to work on their own initiative, being proactive wherever possible
• Have strong organisational skills, attention to detail and exemplary record keeping
• Be willing to learn to work on new systems as required by the role, such as purchase order and expenses management systems
• Be willing and able to undertake and assist in a range of Legal & Compliance activities, including audits, compilation of governance reports, due diligence, preparation of meeting papers and minute taking and… 
• Have experience of handling a varied workload with multiple workstreams for different stakeholders and multiple deadlines
• Have experience of working in, or a willingness to understand and work in, the pharmaceutical sector

This individual will also possess strong skills in:

• Written & oral communication 
• Time management and prioritisation

The individual will pursue excellence in all aspects of their work to support colleagues to achieve business goals as defined within the Legal & Compliance department. Previous experience of working in a professional office environment where high standards of work are continually achieved is essential to the role. The individual should have strong communication skills with the ability to communicate at all levels and, where necessary, bring different disciplines together to achieve the desired outcome. Experience of coordinating inter-departmental meetings with defined outputs is desirable. There must be an ability to work under pressure and to strict deadlines.

A full working knowledge and experience of using Microsoft Office programs (as above) is essential.  

Main Responsibilities

• Monitoring the Legal & Compliance email Inboxes and ensuring all emails are actioned 
• Contracts – facilitating and providing advice to staff regarding the contract process from start to finish
• Managing the contract processes, issuing contracts for signature, working closely with the Procurement Department and recording agreements and documents on relevant systems.
• Supporting other members of the team as required with Overseas Agreements 
• Supporting the running of the Procedural Document Governance Group, scheduling meetings, writing up minutes and documenting action points 
• Administering SAP for the Legal & Compliance team 
• Assisting the Legal & Compliance Department in the best use of available resources and processes to meet industry deadlines
• Assisting the Legal & Compliance Director with diary management and tracking and submitting their expenses on Concur. Providing general administration for the team, including booking meetings, travel and accommodation, booking courses, entering and/or renewing professional subscriptions, scheduling weekly team meeting, minute taking and recording action points.  Obtaining and maintaining an understanding of the company’s structure and environment, its compliance requirements, policies and procedures relevant to activities undertaken by the business
• In line with annual objectives, contributing and supporting the UK Affiliate in its pursuit to become more sustainable
• Oversee the Trademark Platform and keeping track of trademark expiries and renewals.
• Completing expense and email audits of the sales team, collating audit findings and preparing draft Governance Reports for input and review by the wider team
• Chairing the monthly Medical Donations & Grants Committee meeting, completing all due diligence and follow ups (including issuing approval/ rejection letters via Veeva and PAYCE systems) and updating the relevant tracker
• Daily PAYCE checks