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Function Administrator / Paralegal

Posted 13 December 2017 by Morgan McKinley Ended

My client, a large pharmaceutical company based in Hoddesdon, is looking for an administrator to join their team in Hoddesdon. Ideally looking for someone with an understanding of legal administration - experience within the Pharmaceutical sector would be desirable but not essential.

£14.5/hour (Approx. £28,275pa)

3 Month Contract (potential extension to 6 months)

The Role

PA/ Administrative Assistant to the Legal and Compliance Department, to support colleagues in the team, working primarily with the Human Health division of MSD in the UK and Ireland and also with other divisions including those dealing with Animal Health, Research and Manufacturing.

Key Responsibilities:

  • Provide administrative support to the Executive Director and his team as well as support to the whole team and, on request, specified internal committees, as necessary, including diary management, correspondence, document production (presentations, org charts, emails, letters, etc.) using appropriate software packages (e.g. MS Outlook, Word, PowerPoint and Excel); general office administration and office management
  • Arrange notarise/ legalise legal documents
  • Take and screen calls, as required
  • Arrange/ book travel, transport, transfers, accommodation, meeting facilities, conferences, global videoconferences and teleconferences, events, registrations; produce complex itineraries for international trips
  • Arrange and coordinate teleconferences and internal/ external meetings (small and large); book meeting rooms, equipment, hospitality, etc.
  • Manage and coordinate billing arrangements with law firms, including monitoring work in progress for billing purposes
  • Set up and monitor Purchase Orders
  • Welcome visitors; arrange transport, accommodation, itineraries and hospitality for visitors, as required
  • Gather materials required for meetings
  • Attend and take notes at confidential internal and external meetings
  • Where required conduct business processes that support the function using appropriate software packages, e.g. expenses, PO raising, invoices, holiday booking
  • Organise the logistics for the Induction Programme, including equipment, IT, telecommunications requirements
  • Act as the focus for function specific records management, retention and archiving of business documentation in line with regulatory requirements
  • Dawn raid training
  • Assist with audits and findings
  • Assist in preparation of presentations

Key Skills/ Knowledge:


  • Excellent knowledge of MS Outlook, Word for Windows, PowerPoint and Excel
  • Ability to use range of office equipment
  • Very strong prioritisation and organisational skills
  • Ability to work under pressure and with limited direction on a day-to-day basis
  • Ability to show own initiative, logical thinking and creative problem solving in response to day-to-day situations
  • Strong written and verbal communication; strong interpersonal skills
  • Ethics and integrity, awareness of compliance requirements and maintaining confidentiality as normal way of working


  • Knowledge of legal practices
  • Pharmaceutical industry experience
Professional Competencies required:
  • Business & financial acumen - Learning
  • Working across boundaries
  • Strategic thinking - Learning
  • Project Management
  • Productive Communication, Problem Solving, Team player

Functional Competencies required:

  • Customer Knowledge and Service Excellence
  • Computer and Systems knowledge
  • Relationship Building and Management
  • Compliance
  • Organisational Skills - Advanced
  • Sound Judgement

Morgan McKinley is acting as an Employment Business in relation to this vacancy.

Please note that any references to salary or pay rates in this advertisement and in the salary refinement section are indicative only and should only be used as a guide.

Reference: 34024479

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