Medical Affairs Coordinator

Servier; Slough; Hybrid; GBP 32,000 - 42,000; Full time

Job summary

Servier is seeking a meticulous Medical Affairs Coordinator at Head Office in Stoke Poges, Slough. You will drive non‑promotional activities, manage complex documentation, and streamline processes using digital tools.

The role spans Medical, Patient, and Corporate Affairs, with a strong emphasis on compliance, data retention, and efficient project support. Key duties include coordinating HCP sponsorships for international congresses, maintaining electronic and physical filing systems, supporting

Qualifications

• Proven admin/co‑ordinator experience
• Experience in pharma/regulatory environment preferred
• Experience with event logistics and grants/sponsorships
• Knowledge of Veeva Promomats and related systems
• Strong proficiency in Microsoft Office 365, SharePoint, Teams, Excel

Responsibilities

• Provide end‑to‑end admin coordination for non‑promotional projects across Medical Affairs, Patient Affairs and Corporate Affairs; manage Veeva Event Management and document templates
• Coordinate HCP sponsorship for international congresses; handle logistics and regulatory paperwork
• Coordinate national conference documentation for non‑promotional teams
• Champion Veeva Promomats approvals and advise on documentation references
• Organize materials in Veeva Promomats and manage withdrawal/renewal cycles
• Maintain filing systems across SharePoint, non‑promotional materials and project docs
• Support GCTS Veeva Event Manager entries, monitoring and follow‑ups
• Ensure compliant electronic/physical filing per retention policy and liaise with archiving services
• Coordinate submissions to databases (GCTS) and data retention procedures
• Maintain Medical Affairs SharePoint and Promomats; assist audits/inspections
• Arrange internal head office meetings, capture minutes, prepare reports
• Monitor DOGS inbox; manage DOGS committee correspondence and tracking
• Support SOP updates, formatting and author collaboration; assist VEM/GCTS submissions
• Collaborate with Websop team on issues; coordinate training distributions
• Prepare and manage PO payments and track delivery proofs
• Identify and report pharmacovigilance information and ensure non‑promotional medical enquiries

Skills

MS Office 365

SharePoint

Teams

Excel

Veeva

ABPI/IPHA knowledge

AI/digital tools usage

stakeholder management

organization & detail‑oriented

communication

proactive problem solving

Tools

Veeva Promomats

Job description

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Are you a highly organised and proactive administrative professional with a passion for driving efficiency and supporting critical non‑promotional initiatives? Servier is seeking a dedicated and detail‑oriented Medical Affairs Coordinator to join our Head Office team based in Stoke Poges, Slough. In this pivotal role, you will provide comprehensive administrative and project support across our Medical Affairs, Patient Affairs, and Corporate Affairs functions, contributing directly to our mission of serving patients.

About the Role:

As an Medical Affairs Coordinator, you will be at the heart of our non‑promotional activities, ensuring seamless execution and adherence to the highest standards of compliance. You will leverage your administrative expertise and a forward‑thinking approach to streamline processes, manage complex projects, and facilitate effective communication within a dynamic environment. This role offers an exciting opportunity to apply modern digital tools and AI to enhance operational excellence.

Key Responsibilities:

• Provide end‑to‑end administrative coordination for diverse non‑promotional projects across Head Office Medical Affairs, Patient Affairs, Corporate Affairs, and other key functions. This includes managing Veeva Event Management, drafting briefing documentation, populating contract templates, overseeing material approval, handling communications, and maintaining meticulous trackers.
• Orchestrate the seamless organization and coordination of Healthcare Professionals' (HCPs) sponsorship for international congresses, including comprehensive logistical management and processing all necessary paperwork in line with local and global regulations.
• Facilitate the coordination and processing of essential documentation for national conferences attended by our non‑promotional teams.

Systems, Compliance & Document Control

• Champion the Veeva Promomats approval process, guiding all supported functions and providing expert advice, including the preparation and sourcing of critical references.
• Ensure the systematic organization of materials within Veeva Promomats, managing appropriate withdrawal and renewal cycles.
• Maintain robust, up‑to‑date filing systems across SharePoint folders, non‑promotional materials, project documentation, and post‑authorization study trackers.
• Support GCTS Veeva Event Manager entries, monitoring, and follow‑up activities.
• Oversee comprehensive electronic and physical filing for each function, ensuring strict adherence to Servier's document retention policy and acting as a key contact for external archiving services.
• Coordinate timely submissions to relevant databases, including GCTS, and ensure compliance with data retention requirements, including the periodical destruction of confidential documentation.
• Actively support the maintenance of the medical affairs SharePoint and Veeva Promomats system to guarantee compliance with material approval and retention policies.
• Assist in audits and inspections, contributing to our continuous improvement in compliance.

Operational Support & Collaboration

• Arrange crucial internal head office non‑promotional meetings, including liaising with relevant external participants when required.
• Accurately capture meeting minutes and prepare reports and correspondence on behalf of the Head Office Medical Affairs function.
• Document reconciliation activities, self‑inspection checks, and system validations effectively.
• Screen and disseminate relevant news and information to the Medical Affairs department.
• Efficiently obtain references from medical and scientific journals via the British Library or other reference platforms.

SOP & Policy Management

• Maintain precise records of Medical, Patient, and Corporate Affairs SOP updates identified during internal discussions, communicating them to relevant authors for timely revisions.
• Provide invaluable support in the drafting or updating of SOPs, including assisting authors with formatting and editing.
• Offer support and assistance for VEM/GCTS submissions related to non‑promotional events and projects.
• Liaise proactively with the Websop team regarding system issues and updates.
• Collaborate with the training team to ensure SOPs and related quizzes are effectively distributed to relevant departments.
• Monitor and manage the Grants and Donations (DOGS) email inbox.
• Handle all correspondence for the DOGS committee members, including the receipt, triaging, and distribution of incoming requests.
• Maintain accurate records of DOGS requests, approvals, payments, and follow‑up actions using the DOGS Tracker.
• For all requests for support, coordinate correspondence, committee engagement, compliance documentation, and contract approvals in collaboration with the Medical lead, Grants & Donations Request for Support Committee Lead, Compliance Manager, and Patient Affairs Manager.
• Ensure accurate and timely financial administration of purchase orders and payments aligned with project delivery, including yearly follow‑up of proof of delivery as per internal policies.

Ethical Conduct & Regulatory Adherence

• Identify, record, and report any potential pharmacovigilance information promptly (e.g., adverse drug reactions, product complaints, medication errors) and escalation appropriately.
• Ensure all medical enquiries are handled in a timely, accurate, balanced, and non‑promotional manner, in accordance with Company procedures.
• Conduct all activities in full compliance with applicable regulations and frameworks, including the ABPI Code of Practice (or IPHA Code), the UK Bribery Act, Sapin II Law, GDPR, UK law, and internal Company policies.
• Promptly raise and report any compliance concerns, breaches, or unethical behavior in line with Company speak‑up procedures.
• Maintain up‑to‑date knowledge of compliance requirements and complete all mandatory training within required timelines.
• Act professionally at all times, ensuring compliance is paramount in all actions and decisions.
• Actively monitor current processes to identify bottlenecks and propose innovative solutions and improvements.
• Propose and leverage AI and digital tools to automate manual workflows and modernise data management practices, contributing to our digitalisation journey.
• Provide essential cover during absences/holidays for departmental colleagues, ensuring continuity of operations.

Required Skills & Experience:

• Educational & Professional Background:
• Proven experience in an administrative, coordination, or project support role, preferably within Medical Affairs.
• Demonstrable experience within a pharmaceutical, life sciences, or other highly regulated environment.
• Experience managing event logistics or financial administration (e.g., grants/sponsorships).
• Technical Proficiency:
• Advanced proficiency in Microsoft Office 365, including SharePoint, Teams, and Excel.
• Familiarity with project management or compliance approval tools (e.g., Veeva).
• Knowledge of industry codes of practice (e.g., ABPI/IPHA) relevant to non‑promotional activities.
• Experience or strong interest in leveraging AI and digital tools for administrative efficiency.
• Core Competencies:
• Proactive and solutions‑oriented mindset.
• Exceptional organisational skills and meticulous attention to detail.
• A robust compliance mindset.
• Excellent stakeholder management and interpersonal skills.
• High degree of responsiveness and adaptability.
• Outstanding written and oral communication abilities.

Join Servier and contribute to a team dedicated to making a real difference in patient lives, supported by cutting‑edge administrative practices and digital innovation.

Whatever your area of expertise, your work within the Servier Group helps advance therapeutic progress for the benefit of patients. You will be part of teams recognized for their scientific excellence and reach your full potential in a professional environment that encourages you to develop yourself. Tailor‑made onboarding journeys, mobility opportunities, quality trainings, responsible management, team spirit... All this and more in a workplace focused on your well‑being.

At Servier, we are committed to therapeutic progress to serve patient needs. We put the diversity of our employees as a source of richness for the fulfillment of this vocation.