Administrative Assistant

Vall d’Hebron Institute of Research (VHIR) - Vall d'Hebron Institut de Recerca; Barcelona; Presencial; EUR 19.000 - 23.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Meal vouchers

Health insurance

Flexible hours

Annual leave and personal days

Remuneration benefits

Descripción de la vacante

Vall d’Hebron Institut de Recerca (VHIR) is seeking an Administrative Assistant for the NEXUS SURGICAL unit within its Preclinical Core Facilities in Barcelona. The role covers invoicing, budget tracking and frontline user support in a busy research environment.

The successful candidate will manage administrative tasks, maintain records, and help ensure compliance with quality standards (ISO and GLP). Fluency in Catalan, Spanish and English is required.

Formación

• One year of administrative tasks in healthcare or similar services.
• Strong customer service orientation and communication skills.
• Excellent teamwork, interpersonal and written/verbal communication.
• Proactive, well-organised, able to work independently and manage time.
• Willingness to learn and adapt in a dynamic environment.
• General IT skills and comfort with office software.

Responsabilidades

• Manage and monitor the unit’s administrative and financial activities, including invoicing, purchasing, incentives, invoice approvals, and internal account control.
• Support budget preparation, monitoring, and financial follow-up of the unit’s activities.
• Prepare and maintain service activity reports and official statistics related to animal use, ensuring accuracy and consistency of the information.
• Maintain and update the unit’s website and contribute to the preparation of the annual institutional report.
• Provide administrative and customer support to facility users, both by telephone and in person, and manage the unit’s shared email inboxes.
• Support equipment quality control activities and ensure that administrative and operational activities within the area of responsibility are carried out in accordance with the unit’s quality management system.
• Contribute to continuous improvement initiatives within the scope of the position.
• Undertake any additional tasks within the scope of the position as assigned by the manager.

Conocimientos

Customer focus

Teamwork

Proactive organization

Independent work

Willingness to learn

IT skills

Educación

University degree in Administration

FPII or equivalent in Administration

Descripción del empleo

VHIR is offering an Administrative Assistant position within NEXUS SURGICAL, part of VHIR’s Preclinical Core Facilities.

NEXUS is part of the VHIR Preclinical Core Facilities and specialises in the use and management of preclinical animal models (pig, sheep and rabbit) for research and teaching purposes, as well as anaesthesia, analgesia and resuscitation protocols, and pre- and post-operative animal care and welfare.

NEXUS also provides comprehensive preclinical imaging services and support to the relevant ethics committees. The unit holds ISO 9001:2015 quality management system certification and AAALAC accreditation (Association for Assessment and Accreditation of Laboratory Animal Care).

VHIR Core Facilities provide the scientific community with access to specialised services involving preclinical and clinical models of human diseases.

More information about NEXUS services can be found on the VHIR website.

Main responsibilities and duties:

• Manage and monitor the unit’s administrative and financial activities, including invoicing, purchasing, incentives, invoice approvals, and internal account control
• Support budget preparation, monitoring, and financial follow-up of the unit’s activities.
• Prepare and maintain service activity reports and official statistics related to animal use, ensuring accuracy and consistency of the information
• Maintain and update the unit’s website and contribute to the preparation of the annual institutional report
• Provide administrative and customer support to facility users, both by telephone and in person, and manage the unit’s shared email inboxes
• Support equipment quality control activities and ensure that administrative and operational activities within the area of responsibility are carried out in accordance with the unit’s quality management system
• Contribute to continuous improvement initiatives within the scope of the position.
• Undertake any additional tasks within the scope of the position as assigned by the manager.

Education and qualifications:

Required:

• University degree or Higher Vocational Training qualification (FPII or equivalent) in Administration or a related field.
• Fluency in Catalan, Spanish and English, both written and spoken.

Desirable:

• Experience in financial and administrative management.
• Knowledge of quality management systems, particularly ISO and GLP.
• Knowledge of regulations, legislation and ethical considerations relating to animal research.

Experience and knowledge:

Required:

• At least one year of experience performing administrative tasks in services or departments with similar characteristics, preferably within the healthcare sector.
• Strong customer focus and a clear commitment to providing a high-quality service.
• Excellent teamwork, interpersonal and communication skills.
• A proactive, rigorous and well-organised approach, with the ability to work independently.
• Commitment to the responsibilities associated with the position and excellent problem-solving skills.
• Willingness to learn, together with flexibility, adaptability and resilience.
• Intermediate to advanced general IT skills.

Desirable:

• Experience working within quality management systems, particularly ISO 9001 and GLP, or knowledge of other quality management systems.
• Experience with administrative tasks related to the day-to-day operation of a core facility, including booking management, purchasing materials and reagents, budget preparation and monitoring, and invoicing and financial management.

Labour conditions:

• Working hours: Full-time (37,5 hours per week).
• Starting date: October, 2026
• Gross annual salary: 21.309,75 € (Remuneration is aligned with the Collective Agreement pay scale)
• Contract type: Permanent Contract

What can we offer?

• Incorporation into the Vall d’Hebron Research Institute (VHIR), a public sector institution that promotes and develops biomedical research, innovation and teaching at Vall d’Hebron University Hospital (HUVH), the largest hospital in Barcelona and the largest within the Catalan Institute of Health (ICS).
• A dynamic scientific environment of excellence, where cutting-edge biomedical projects are continuously developed.
• Continuous learning and career development pathways.
• Flexible working hours.
• 23 days of annual leave plus 9 personal days.
• Flexible remuneration programme, including meal vouchers, health insurance, transport and more.
• Corporate benefits platform, offering significant discounts on travel, culture, technology, gastronomy, sports and more.
• Healthy offering– “Feel Good, Feel VHIR”: VHIR’s wellbeing programme offers a variety of activities to help staff thrive—physically, mentally, and socially. Through four pillars—Feel Well, Feel Connected, Feel Empowered, Feel Welcomed—it fosters health, growth, and community.
• International mobility support (Welcome Services): we aim to make your arrival in Barcelona smooth and pleasant by providing city information, guidance on required procedures, access to the International Welcome Desk, family support and assistance with finding accommodation.

VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment, hiring, training, and management for all staff within the organisation, regardless of gender, civil status, family status, sexual orientation, gender identity and expression, religion, age, functional diversity or ethnicity.

Information on Personal Data Protection: Data Controller: Fundació Hospital Universitari Vall d’Hebron Institut de Recerca -VHIR-. Purpose: Personnel selection. Legal Basis: Your consent. Data retention period: One year. If you are selected, as long as the employment relationship is in force and legal responsibilities may arise. Data sharing: Does not occur, except for communications necessary to fulfill the purpose and those required by law to public and private bodies. Rights: You can access, rectify, delete, object to, and limit the processing of data, as well as request data portability where applicable, by contacting [e-mail]. DPO: [e-mail]. More information can be found here. Data Protection Authority: APDCAT