Clinical Operations & Administration Coordinator

START Research; Lisboa; Hybrid; EUR 20,000 - 28,000; Full time

Benefits offered by this job

Free English Classes

Job summary

START Research is seeking a Clinical Operations & Administration Coordinator for 40 hours/week at the Start Lisbon - Hospital of Santa Maria site. This on-site role entails managing office operations, coordinating calendars, travel, and meeting logistics, while ensuring compliance and confidentiality.

English classes are offered weekly, with a strong emphasis on organizational skills and collaborative teamwork.

Qualifications

• Education in Administration, Secretarial Studies, or a related field.
• Minimum of three years of experience in an administrative role.
• Proficiency in Microsoft Office and related software.
• Strong verbal and written communication skills.

Responsibilities

• Answer and transfer telephone calls, screening them when appropriate.
• Welcome and direct visitors and clients.
• Maintain filing systems as assigned.
• Retrieve information from records, emails, meeting minutes, and other related documents; prepare written summaries of data as needed.
• Respond to and resolve administrative inquiries.
• Assist in the management of equipment repairs, maintenance, and calibration.
• Manage physicians' schedules and vacation requests through Doctoris.
• Coordinate access requests and credentials for new employees in collaboration with the HR department.
• Prepare documentation for patients and employees.
• Coordinate schedules and booking of meeting rooms, PI meetings, and other departmental meetings.
• Arrange and schedule travel, meetings, and appointments for managers or supervisors.
• Prepare meeting agendas and calendars.
• Record and distribute meeting minutes and related documentation.
• Maintain office supply inventory and coordinate equipment maintenance.
• Track and maintain expense records.
• Manage and keep documentation up to date on CAE platforms for suppliers and contractors.
• Coordinate occupational health appointments and medical assessments.
• Perform other duties as assigned.

Skills

English B2

Administrative experience

Microsoft Office

Communication skills

Organizational skills

Confidentiality

Independent work

Interpersonal skills

Education

Administration/Secretarial studies

Tools

Microsoft Office

Job description

Open Position: Clinical Operations & Administration Coordinator

The Clinical Administrative Assistant / Clinical Operations Coordinator facilitates the efficient operation of the assigned department by performing a variety of administrative and office support duties.

Responsibilities

• Answer and transfer telephone calls, screening them when appropriate.
• Welcome and direct visitors and clients.
• Maintain filing systems as assigned.
• Retrieve information from records, emails, meeting minutes, and other related documents; prepare written summaries of data as needed.
• Respond to and resolve administrative inquiries.
• Assist in the management of equipment repairs, maintenance, and calibration.
• Manage physicians' schedules and vacation requests through Doctoris.
• Coordinate access requests and credentials for new employees in collaboration with the HR department.
• Prepare documentation for patients and employees.
• Coordinate schedules and booking of meeting rooms, Principal Investigator (PI) meetings, and other departmental meetings.
• Arrange and schedule travel, meetings, and appointments for managers or supervisors.
• Prepare meeting agendas and calendars.
• Record and distribute meeting minutes and related documentation.
• Maintain office supply inventory and coordinate equipment maintenance.
• Track and maintain expense records.
• Manage and keep documentation up to date on Business Activity Coordination (CAE) platforms, ensuring the proper collection, review, and follow-up of mandatory documentation for suppliers and external contractors.
• Coordinate occupational health appointments and medical assessments.
• Perform other duties as assigned.

Requirements

• Education in Administration, Secretarial Studies, or a related field.
• B2 level English proficiency
• Minimum of three years of experience in an administrative role.
• Strong understanding of data protection and confidentiality requirements.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office and related software.
• Excellent organizational skills and attention to detail.
• Basic knowledge of administrative procedures, including filing and record management.
• Ability to work independently.

Position Details

• Location: Start Lisbon - Hospital of Santa Maria
• Working hours:40 hours per week, Monday to Friday from 8:00 to 17:00 or 9:00 to 18:00.
• On-site requirement: 100% office-based
• Free English Classes: Virtual sessions once per week in small groups of up to three participants.