Medical Affairs Administrator | Part Time

Healthcare Professionals Group; Sydney; Hybrid; AUD 30,000 - 42,000; Part time

Benefits offered by this job

Part-time hours

Hybrid work

WFH day flexibility

Macquarie Park office

Six-month contract

ASAP start

Job summary

Healthcare Professionals Group in Sydney is seeking an organised administrator to support its Medical Affairs team. You will help coordinate events, agreements, payments and day-to-day team requests in a busy health-focused environment.

You will work with the Medical Affairs Operations lead to handle logistics, CRM data and records, ensuring timely processing of invoices, PO creation and document management with strong stakeholder communication.

Qualifications

• Previous administration experience or a role with a strong coordination component.
• Strong organisation, attention to detail and follow-through.
• Ability to prioritise competing requests and remain calm during busy periods.
• Clear communication and a friendly, helpful approach.
• Confidence learning systems and following established processes.
• Some understanding of medical terminology or experience supporting a healthcare team.
• Pharmaceutical administration experience would be helpful, but is not essential.

Responsibilities

• Coordinate medical event logistics, including flights, venue bookings and vendor setup.
• Assist with preparing agreements, send them to HCPs for signature and upload completed documents.
• Raise purchase orders, process invoices and support payment administration.
• Provide administrative support for local and regional medical events.
• Arrange catering, coordinate shipments and assist with departmental logistics.
• Verify HCP details for CRM requests and follow up missing information or required actions.
• Triage local Medical Information enquiries and coordinate responses with the appropriate internal teams.
• Maintain accurate records and help organise departmental SharePoint files.
• Medical Information support involves coordinating enquiries and responses. You will not be expected to provide specialist medical advice.

Skills

Administration

Coordination

Organization

Communication

Process adherence

Healthcare terminology

Stakeholder management

Job description

Benefits

• Part-time hours: three days per week, 9am to 5pm
• Hybrid working: Tuesdays and Thursdays in the office, with one day working from home
• Flexibility to choose your regular work-from-home day
• Offices located in Macquarie Park, 2113
• Six-month contract, with potential to extend depending on workload
• ASAP start

About the opportunity

A pharmaceutical company is seeking an organised administrator to support its Medical Affairs team. Working closely with the Medical Affairs Operations lead, you'll help coordinate events, agreements, payments and day-to-day team requests. This role would suit someone who enjoys variety, works well with different stakeholders and keeps tasks moving during busy periods.

Responsibilities

• Coordinate medical event logistics, including flights, venue bookings and vendor setup.
• Assist with preparing agreements, send them to HCPs for signature and upload completed documents.
• Raise purchase orders, process invoices and support payment administration.
• Provide administrative support for local and regional medical events.
• Arrange catering, coordinate shipments and assist with departmental logistics.
• Verify HCP details for CRM requests and follow up missing information or required actions.
• Triage local Medical Information enquiries and coordinate responses with the appropriate internal teams.
• Maintain accurate records and help organise departmental SharePoint files.
• Medical Information support involves coordinating enquiries and responses. You will not be expected to provide specialist medical advice.

Skills and experience

• Previous administration experience or a role with a strong coordination component.
• Strong organisation, attention to detail and follow-through.
• Ability to prioritise competing requests and remain calm during busy periods.
• Clear communication and a friendly, helpful approach.
• Confidence learning systems and following established processes.
• Some understanding of medical terminology or experience supporting a healthcare team.
• Pharmaceutical administration experience would be helpful, but is not essential.

Culture

You'll join a friendly team with an approachable, relaxed working style and plenty happening day to day. The role suits someone who communicates openly, stays calm when requests come in from different people and takes care to follow things through. You'll work closely with the Medical Affairs Operations lead, who will help you get familiar with the team's systems and processes.