Department Assistant I

UNAVAILABLE; Cork; On-site; EUR 35,000 - 55,000; Full time

Job summary

Hovione in Ireland is seeking an experienced Administrative Coordinator to support the Occupational Medicine programme, budgets, reports, and documentation. You will maintain records, assist with audits, prepare dashboards, and coordinate meetings and internal communications.

The role requires 3-5 years in an admin or business support role within regulated environments, proficiency in Microsoft Office, strong confidentiality, and excellent organisational skills.

Qualifications

• 3-5 years in administrative, coordination, or business support roles.
• Experience in regulated environments is preferred.
• Proficiency in English and IT tools.

Responsibilities

• Coordinate and administer the Occupational Medicine Programme, ensuring accurate and confidential record management.
• Support budget tracking, purchase requisitions, invoice processing, and cost reporting.
• Prepare and maintain reports, dashboards, trackers, and departmental documentation.
• Support audits, inspections, customer visits, and HSE compliance activities.
• Coordinate meetings, training activities, and internal communications.
• Manage document control and record-keeping in line with company and regulatory requirements.
• Act as a key contact for designated systems, tools, and administrative processes.
• Identify opportunities to improve administrative processes and ways of working.

Skills

Organisational skills

Confidentiality

Budgeting

Stakeholder communication

Excel/Office

Education

Education Level 5/6

Tools

SAP

Document management systems

Job description

Join a Market Leader

About Hovione

At Hovione, we help partners turn scientific innovation into medicines that reach patients around the world. For more than 65 years, we have connected science, technology, and manufacturing to scale complex ideas into high-quality and innovative solutions that truly make a difference.

As an international Contract Development and Manufacturing Organization (CDMO), we support the development and manufacture of drug substances, intermediates, and drug products across the full life cycle. We are globally recognized for our leadership in specialized technologies such as Spray Drying and Continuous Tableting. But what truly sets us apart is not just what we do — it is how we do it: with purpose, care, collaboration, and a deep commitment to doing the right things right.

Our people are the reason for our success. We are a global and diverse team of more than 2,600 team members across Europe, the USA, and Asia, bringing together different experiences and perspectives to help our partners to overcome complex challenges. We believe that an inclusive environment — where everyone, regardless of background, identity or ability, is respected, heard and empowered to contribute — is essential to drive innovation, ensure quality, and secure long‑term sustainable success.

And as we grow, so do the opportunities for our people to develop, broaden their perspectives, and build meaningful careers. Because at Hovione, better starts with those who choose to make a difference every day. Will you be one of them?

You will be responsible to:

Key Responsibilities

• Coordinate and administer the Occupational Medicine Programme, ensuring accurate and confidential record management.
• Support budget tracking, purchase requisitions, invoice processing, and cost reporting.
• Prepare and maintain reports, dashboards, trackers, and departmental documentation.
• Support audits, inspections, customer visits, and HSE compliance activities.
• Coordinate meetings, training activities, and internal communications.
• Manage document control and record-keeping in line with company and regulatory requirements.
• Act as a key contact for designated systems, tools, and administrative processes.
• Identify opportunities to improve administrative processes and ways of working.

What You Bring

• Strong organisational and planning skills with excellent attention to detail.
• High level of confidentiality, professionalism, and discretion.
• Good analytical and numerical skills, including experience working with budgets and reports.
• Strong communication skills and the ability to work with a wide range of stakeholders.
• Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Proactive, collaborative, and service-oriented approach.

We are looking to recruit a Candidate:

Qualifications

• Education Level 5/6
• 3-5 years of experience in an administrative, coordination, or business support role.
• Experience in a pharmaceutical, healthcare, manufacturing, industrial, or other regulated environment is preferred.
• Experience with SAP, document management systems, or similar business tools is an advantage.
• Professional working proficiency in English.

Hovione is a proud Equal Opportunity Employer

Inclusion and diversity are key to us. At Hovione, that means a work environment where differences are valued, and everyone is treated with fairness and respect. We want all our team members worldwide to feel supported, respected, and have the opportunity to achieve their full potential, regardless of their age, gender, religion, disability, sexual orientation or ethnicity.

Notice to Agencies and Search Firms Representatives

Hovione does not accept unsolicited resumes from agencies or search firms for this job posting. Any resumes submitted to Hovione by a third‑party agency or search firm without a valid written and signed search agreement will become the sole property of Hovione. No fees will be paid if a candidate is hired for this position as a result of an unsolicited referral.