Archive Assistant - 6 month FTC - Office Based - REF10509Q

ProPharma Group is an industry leading, single source provider for regulatory compliance, pharmacovigilance, and medical information services across the full development lifecycle for pharmaceutical, biotechnology, and medical device companies. Operating around the world with offices in Australia, Canada, Germany, Japan, the Netherlands, Sweden, United Kingdom, and the United States, ProPharma Group’s fully integrated service offerings will provide clients with a comprehensive suite of global support services that are required to be competitive in today’s dynamic markets. We build successful long-term relationships with clients by providing leading industry knowledge, experience, and proven processes.

A Filing Clerk will be responsible for maintaiting an efficient filing system for the Company, and providing administrative support to the Medical Information Professional and Management.

Essential Functions Include:

• Regular filing and archiving of any paperwork generated by the Company that is required to be retained.
• Regular review of archived documents and in line with the company retention policies organising for documents to be sent for shredding or external archiving as necessary.
• Ensuring the Secure Archive Stores (SASs) are maintained in an organised and tidy manner at all times.
• At contract set downs collating all Client Company paperwork for sending back to the Company.
• Locating and collecting documents from the archives (using the Archive Tracker process) as required by Management e.g. for Client audits, Quality Reviews etc.
• Ensuring all Company standard paperwork drawers at the Head Office are stocked at all times e.g. with checksheets and logging sheets.
• Coordinating regular posting of Company Standard paperwork and other items required e.g. stationery, to the Remote Workers.
• Collation of all MIOs source data and archiving by Client Company into the Secure Archive Store (SAS) on a monthly basis.
• Updating and distributing Company information sheets e.g. telephone lists and client lists.
• Updating client filing trays and client information sheets when new contracts start or end.
• Preparing new starter packs and training folders for new employees e.g. printing off information sheets, preparing stationary packs and creating training manuals.
• Monthly electronic cross checking of the paperwork for all Adverse Events (AEs) received.
• Opening and distributing the daily mail received into the Company. Including distributing items returned from remote workers to the relevant departments.
• Franking the mail on a daily basis.
• Performing regular checks of the stationery and paper stocks and liaising with purchasing for placing orders.
• Performing general administrative duties such as typing, photocopying, and scanning as delegated by the Manager.
• 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. Representing the Company in a professional manner at all times with its clients and customers.
• Complying with the Company’s health and safety policies.
• Ensuring that the Confidentiality Statement within the Contract of Employment is adhered to at all times in respect of the data and property of the Company and its clients.
• 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.
• Maintaining quality in all areas of the job, particularly when sorting, filing and archiving client data.

• 
  At least 3 GCSEs or equivalent including English.
• Able to work within a team in a professional manner.
• Sound written and oral communication skills.
• Good accuracy and attention to detail skills.
• Able to understand and follow processes.
• Computer literacy (MS Office).

All candidates must be legally eligible to work in the United Kingdom.

We celebrate our differences and strive to create a workplace where each person can be their authentic self. We are committed to diversity, equity, and inclusion. Employees are encouraged to unleash their innovative, collaborative, and entrepreneurial spirits. With a holistic approach as an Equal Opportunity Employer, we provide a safe space where all employees feel empowered to succeed

We are an equal opportunity employer. M/F/D/V

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