Role Summary
* Responsibilities: You will be responsible for a variety of administrative, coordination and scientific tasks related to client projects, as well as working on company and divisional initiatives
* Salary: £35,000 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 December 2024 and January, February and March 2025 start dates, and 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
Project Coordinators are based in each of our scientific divisions and support with a wide range of administrative, project coordination and scientific tasks. These divisions are broadly described as Medical Communications, Value and Access and Evidence Development, and also include the specialist areas of Rare Diseases, MedTech and Health Policy. Your interest in the different areas of our work will be explored at the various recruitment stages and you will be assigned to a division when you join. Many Project Coordinators also work cross-divisionally, giving them the opportunity to explore a wide variety of project types and responsibilities.
The responsibilities of the Project Coordinator role are varied. In a typical week, the majority of your time will be spent overseeing the delivery of scientific work to our clients in the healthcare sector, with responsibility for the smooth running of projects. This will include identifying and suggesting improvements to processes, as well as implementation of these changes, with the aim of enhancing quality and efficiency within the team and, where appropriate, across the wider company.
You may also work on internal projects that contribute to the successful operation of your team.
Key responsibilities will include:
* Formatting, consistency and general quality control review of scientific documents, including reimbursement submissions, reports, slide sets, manuscripts, abstracts and posters
* Assisting Project Managers with client and healthcare professional communication on multi-component projects, and the production of progress reports and summaries that enhance the level of customer service delivered
* Coordinating logistics and providing project support for both in-person and virtual events and meetings, for example congresses, symposiums and advisory boards
* Day-to-day co-ordination of the project teams and monitoring of project timelines, in collaboration with the project manager
* Scheduling meetings, recording minutes and coordinating their distribution
* Assisting the team with the development of planning tools to optimise the productivity of the team and cross-collaboration between the team and other divisions
* Supporting the accurate referencing of scientific materials, including preparing reference packs
* Screening records for relevance to research questions and extracting data from relevant publications
* Liaising with our Creative team on the development of figures and other visuals to be included in reports
* Supporting the development of client proposals and tracking those sent and responded to
* Management of project compliance, which includes completing compliance training, preparation of project compliance documentation, liaising with client compliance teams and acting as the internal point of contact for all compliance-related queries
* Liaising with external suppliers, including translation agencies, as well as digital and marketing agencies and other consultancies, to ensure smooth delivery of projects
* Ownership of tasks in our project management system to support the correct budgeting and invoicing of projects
* Supporting Analysts and Medical Writers with the write up of methods and results of projects into engaging reports and slide sets
* Reformatting of scientific documents to ensure adherence to client requirements and/or relevant submission guidelines
* Helping project teams to keep abreast of the latest potentially relevant sources of information and industry guidelines to inform their project work, and keeping all divisional resources up to date
* Organising divisional monthly meetings and other internal activities
Hybrid Working Policy: We recognise that homeworking 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 firsthand accounts from our colleagues about their time with the company:
A Day in the Life of a Project Coordinator
To learn more about a typical day for a Project Assistant at Costello Medical, please click here: (Note: this role was previously titled Project Assistant)
What is the Difference Between the Project Coordinator and the Analyst/Medical Writer Roles?
Analysts, Medical Writers and Project Coordinators share a similar level of responsibilities; however the roles do differ significantly in terms of daily duties.
Analysts and Medical Writers conduct detailed analyses of scientific data to create a variety of materials that are presented to, and used by, our clients.
Whilst working on the same projects across a variety of disease areas, Project Coordinators use their scientific knowledge to provide project management support and administrative help to project teams, allowing the timely delivery of high quality work. Additionally, Project Coordinators work with senior colleagues within their division to carry out internal administrative tasks, suggesting improvements and working to maximise efficiency within their teams.
Requirements
About You
The ideal candidate will be proactive and have strong organisation and problem-solving skills. Most importantly, you will enjoy making a positive difference and reducing the administrative burden of those you support. This role will suit those who are passionate about the concept of evidence-based medicine, have an excellent attention to detail and a talent for communication. You will receive close training and mentorship from experienced colleagues, so no prior experience is required.
Essential requirements for the role are:
* A degree level or equivalent qualification in a scientific discipline (minimum 2.1 or equivalent). Postgraduate qualifications (minimum 2.1 or equivalent) would be an advantage, but they are not a requirement for the role. We welcome applications from candidates with a diverse range of specialisms, including but not limited to, biology, chemistry, pharmacy, biomedical sciences, global health, epidemiology, biochemistry and medicine
* A flair for, and attention to, detail
* Exceptional written English, which you will use in client work, email communication and internal messaging
* Effective verbal communication skills, which you will use when working with colleagues and clients
* The ability to tailor your communication style to a variety of audiences, including healthcare professionals, patient groups, suppliers, clients, non-scientific colleagues and governmental bodies
* Being self-motivated and enthusiastic, with a genuine interest in healthcare and an eagerness to learn about new areas of science
* Excellent organisational skills and a passion for maintaining high levels of organisation across tasks and processes
* The ability to respond to conflicting deadlines, work independently and self-manage your time
* The self-awareness to reflect on your own performance, alongside a willingness to take ownership of your work and the development of your career
* A commitment to delivering excellent customer service, both to external clients and internal ‘customers’
* A desire and aptitude for collaborative working across project teams, where you share knowledge with others in your team to promote the attainment of a common objective, and work together to overcome obstacles to success
* A “can do” approach, and the initiative, positivity and creativity required to continually improve the service we offer
* An ability to demonstrate integrity, honesty, and transparency in their interactions with colleagues and stakeholders
* A desire and aptitude for collaborative working across project teams
* A good knowledge of Microsoft Office
Benefits
About Costello Medical
Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access and health economic and outcomes research. We work with a wide range of clients, including the industry’s most successful pharmaceutical and medical technology companies, patient and public health bodies and charitable organisations. Our lasting client partnerships create a direct and measurable impact on the successful launch of novel therapies and devices across a wide range of disease areas. Our vision is to be a community of the very best people, constantly challenging ourselves to make meaningful and outstanding contributions to improving healthcare.
We are committed to our company values which are central to creating our 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.
On 27th May 2022 Costello Medical received its certification as a B Corporation. We are really proud of this achievement as it demonstrates that Costello Medical is meeting the highest standards of verified social and environmental performance. We underwent a rigorous assessment that covered the whole of our business including employee benefits, charitable giving and sustainability. We believe this certification is external validation of our mission to be a force for good.
The Recruitment Process
Our recruitment process includes two short assessments, followed by a telephone or video interview with a member of our Talent Acquisition team. If successful, you will be invited to an interview. Our standard recruitment process lasts around 1 month; 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 December 2024 and January; February and March 2025 start dates. You will be asked to state your availability on your application form. Whilst there are no set application deadlines, we strongly recommend applying as early as possible because the role will close when suitable candidates are found.
This role is available in our Global Headquarters in Cambridge, as well as our London, Manchester and Bristol offices. You can learn more about our office locations here:
What We Offer
* A starting salary of £35,000 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 membership
* 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:
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. Your CV should clearly state the dates of all qualifications and grades achieved where applicable.
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
Due to the Skilled Worker visa regulations, you will only be eligible for visa sponsorship if you meet at least one of the following criteria:
* You are classified as a New Entrant. This means you are under the age of 26, currently studying in the UK or a recent graduate in the UK (Please read more about the New Entrant criteria: )
* You have a PhD in a STEM subject
You will be asked to provide details of your right to work in the UK within your application, which will be used to help assess your eligibility for visa sponsorship.
Please check the following link to read more about the criteria on the UK government website:. Please contact recruitment@costellomedical.com should you have any questions.