Administration Assistant

Role Summary

• Responsibilities: You will support several members of our Senior Management Team with a variety of tasks to ease the administrative burden they face, ensuring they can excel in their key area of expertise
• Salary: £25,700 per annum
• Benefits: Discretionary profit share bonuses, hybrid working options that allow you to work from home up to 50% of your time after passing probation, generous holiday allowance, flexible working hours, employer pension contributions, comprehensive travel insurance, private medical insurance, critical illness cover, income protection, full funding for external training, interest-free travel loan scheme, discounted gym memberships, and more
• Role Type: Full-time, permanent
• Start Date: We are currently recruiting for start dates in 2024, including October and November. However, we can also consider applications from those seeking a deferred start date in early 2025. You will be asked to state your availability on your application form
• Location: This role is available in our Global Headquarters in Cambridge, as well as our London, Manchester, and Bristol offices

About the Role

This is an exciting time to join the Costello Medical team as we are experiencing rapid growth both in the UK and internationally, driven by our commitment to delivering exceptional customer service and high-quality work.

Due to this expansion, we are seeking a proactive and enthusiastic Administration Assistant who will make a significant impact on the Senior Management Team and the wider company, taking pride in offering the best possible service to those they support.

Key responsibilities will include:

• Diary Management. Overseeing the diaries of several senior colleagues, ensuring their schedules are organised and up to date
• Meeting Coordination. Scheduling and organising meetings, including logistical arrangements, agenda preparation, and minute-taking
• Expense Management. Making purchases and processing expenses, ensuring timely and accurate financial administration
• Events Coordination. Supporting with the planning and organisation of both internal and external events by researching venues, selecting catering options, and managing travel arrangements
• Ad-hoc Support. Providing flexible and proactive support across the Operations and Scientific divisions, assisting with various administrative tasks and company projects as needed

Hybrid Working Policy: We recognise that home-working can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. At the same time, we believe that having face-to-face time in the office holds many benefits and is central to ensuring that the community we have created, where people have a workplace they belong to and feel part of, is never lost.

Therefore, we offer flexible working arrangements that allow our colleagues who have passed probation to work from home for up to half of the time, measured across a 2-week rolling period. During your probationary period (normally the first 6 months of the role) you will be able to work from home for 1 day per week.

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read first-hand accounts from our colleagues about their time with the company: https://www.costellomedical.com/careers/working-at-costello-medical/

Why Choose a Career in Operations with Costello Medical?

Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access and health economic and outcomes research. Our vision is to be a leading global partner consistently striving for meaningful and outstanding contributions that improve people’s health and lives.

At Costello Medical, we recognise the importance of talent within our Operations division and believe we offer an exceptional platform for you to kick-start and build your career with us.

• A truly varied role. As our company processes continue to evolve, you will have the opportunity to immerse yourself in a wide range of administrative tasks and projects to support senior colleagues, broadening your knowledge and skill set. You will also be encouraged to delve into new projects beyond your own workload, gaining a deeper understanding of Costello Medical's operations and contributing to our ongoing success
• Colleagues who respect and value you. The contributions our Administration Assistants make are hugely valued by the entire workforce. With a proactive and collaborative approach, you will build positive, trusting relationships, making you feel like an integral part of the company
• Have your say and shape your own career. We strongly believe in empowering our colleagues to drive their own careers and achieve their individual goals. With close guidance from experienced team members, you will have the autonomy to support with a range of tasks and initiatives, enabling you to discover your interests in a dynamic and supportive environment
• We are invested in our culture. We are committed to our company values which promote a fun, friendly and innovative workplace in which we strive to deliver the highest standards of quality. As a result, we have been listed in The Top 100 Companies to Work For list for six consecutive years, and achieved B Corporation certification in 2022. These values are embraced by the entire company, including the Operations division
• Contribute towards something meaningful. At Costello Medical, we are committed to improving health globally, and our clients include leading pharmaceutical and medical technology companies, patient and public health bodies, as well as charitable organisations. You can learn more about what we do here: https://www.costellomedical.com/what-we-do/. By supporting senior colleagues across various divisions, you will be enabling them to deliver the highest quality work for our clients, directly contributing to our mission. You will also be supporting a company that believes in corporate social responsibility, giving back to the local community through funded volunteering and pro bono days

Requirements

About You

You will be enthusiastic, motivated, and will enjoy working in a fast-paced environment. You will also thrive on making a positive difference to the working lives of those you support, proactively reducing their administrative burden.

Essential requirements for the role are:

• Strong written and verbal communication skills, ensuring clear and efficient interaction with your manager and those you support to meet objectives

• A passion for delivering outstanding customer service, both internally and externally
• The ability to manage and prioritise your workload effectively, adapting to changing deadlines
• Exceptional attention to detail
• A good understanding of Microsoft Office programs, including Word, Excel, and PowerPoint. Familiarity with Outlook is advantageous but not essential, as full training would be provided
• Discretion and the ability to handle sensitive documents and information appropriately
• A high level of proactivity to shape this role and add the most value to those you support
• Demonstrating a positive, “can do” attitude with the creativity needed to continually improve processes
• The ability to conduct yourself professionally at all times

No prior working experience is required for this role, and we welcome applications from those looking to begin their career in an administrative position within a successful and thriving company. You will receive comprehensive one-to-one training from experienced members of the team, enabling you to quickly take on increasing responsibility in support of your senior colleagues.

Benefits

What We Offer

• A starting salary of £25,700 per annum
• A discretionary profit share bonus paid twice per year
• 25 days’ annual leave plus bank and public holidays
• The chance to work from home for up to half of your working time after passing probation
• Flexible benefits scheme offering additional holiday, cash payments and pension contributions
• 4% employer pension contributions
• Private Medical Insurance which offers comprehensive cover on a “medical history disregard” basis
• Paid study leave and funding for external qualifications
• Cycle to Work scheme and an interest-free travel loan scheme
• Critical Illness Cover, Income Protection and Life Assurance
• Access to an Employee Assistance Programme
• Discounted gym memberships
• Comprehensive travel insurance
• Flexible working hours
• Regular company-funded social activities

Please click here to learn about our reward package and the other benefits of working for Costello Medical: https://www.costellomedical.com/careers/benefits-package-in-the-uk/

The Recruitment Process

Our recruitment process begins with a self-recorded video interview, followed by an assessment, both of which you can complete in your own time. If successful, you will be invited to an interview with senior members of our Operations team. Our standard recruitment process lasts around 2 to 3 weeks, however this can be adapted if necessary.

As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide. Please click here to read more about this and contact the People Team via recruitment@costellomedical.com should you require reasonable adjustments at any stage.

We are currently recruiting for start dates in 2024, including October and November. However, we can also consider applications from those seeking a deferred start date in early 2025. You will be asked to state your availability on your application form. Whilst there are no set application deadlines, we would strongly recommend applying as early as possible so that we can begin processing your application, as the role will close when a suitable candidate is found.

We are excited to offer the Administration Assistant role in our Global Headquarters in Cambridge, as well as our London, Manchester, and Bristol offices. However, please note that our team in London are relocating to a new office space in December 2024, and as a result, we will only be able to offer the role in our new London office from January 2025 onwards.

You can learn more about our office locations here: www.costellomedical.com/careers/locations

How to Apply

You are required to submit your CV and a cover letter via our online application form. In your cover letter, you must explain why you think you would be suited to the role and why you would like to join Costello Medical, with examples to support both.

While we embrace Artificial Intelligence (AI) technologies to innovate and improve processes, we want to understand your unique skills and experiences throughout the recruitment process. Therefore, if you use AI to assist with your application, we recommend that you do not rely solely on this technology to generate your application materials. As your role may involve developing new written content from scratch and handling confidential data that cannot be uploaded to AI technology, it is important for us to assess your own skills and abilities.

Please contact the Talent Acquisition team at recruitment@costellomedical.com if you have any questions about the role or application process.

Visa Sponsorship

Please note that this role does not meet the eligibility criteria for visa sponsorship, and you will therefore need the right to work in the UK independently from the company.

Last updated on Aug 22, 2024