Customer and Field Support Event Coordinator

Role Title: Customer and Field Support Event Coordinator

Location: High Wycombe

Work Type: Hybrid - 3 days in the office, 2 day remote 

Start Date: As soon as possible

Duration: 31st December 2022

Weekly Hours:  37.5

Hourly Pay Rate: £18 -£21 PAYE 

This role is inside IR35

 The Company:

Johnson & Johnson is the world's most comprehensive and broadly-based healthcare Company, touching the lives of nearly a billion people every day. Our Family of Companies throughout the world compete in consumer, pharmaceutical and medical devices & diagnostics markets and have the skills and resources to tackle the world's most pressing health issues.

Position Summary: 

To provide high quality, timely and efficient event management (including contracts, copy  approval processes and payments) that supports our customer facing teams (medical and  promotional) and HCPs/HCOs & ORDMs in order that the Company complies with the HCBI  guidelines and local rules & regulations in delivering events.

Not expected to 

• Create copy approval materials  
• Sign off documents for copy approval  
• Budget sign off  
• Raise POs 
• Create events in iConnect 
• Coordinate the copy approval process for Ireland

Key Role activities: 

• Partner with commercial and medical colleagues to understand the required actions  for specific events 
• Create and manage contracts for HCPs/HCOs/ORDMs and PAGS using the  information provided in the ‘Contracts Management System’ and take agreed actions  to ensure contracts are signed before the day of the event. 
•  Coordinate the copy approval process for events in line with the agreed process for the  UK.  
• Prepare all required documentation and process payments related to activity in  iConnect for HCPs/HCOs/ORMDs 
• Finalise events in iConnect following the actions highlighted in the Event Finalisation  Process 
• Maintain and action requests sent to the CAFs shared inbox.  
• Utilise chase report daily to keep up to date with progress with events and current  actions in order to enable team oversight of activities. Work concurrently on all  events allocated. 
• Report all deviations CAFs Manager. Obtain sign off before any further action is  taken. 
• On occasion, attend cycle-meetings to help facilitate cross-functional process  alignment with the business unit, as agreed by the CAFs Manager 
• Complete cost corrections and SWP as required, complying with TOV data  requirements 
•  Provide appropriate cover to team members during periods of annual leave and  sickness 
• Complete all additional ad hoc duties and administrative tasks in line with the role  including: mailers, badges, certificates, event stationery, collating delegate feedback  etc… 
• Serve as a call centre for the business answering telephone enquiries, working  together as a team to ensure cover is maintained between 8.45am – 17.00pm  Monday to Thursday and 8.45am – 16.00pm Friday 
• Deliver on agreed outputs associated with above activities, as well as any additional  personal objectives, as agreed with the CAFs Manager 
• Proactively suggest areas where processes could be improved and discuss with  CAFs Manager 
• As the role of the department evolves, undertake any other associated tasks as  agreed with the CAFs Manager and in line with the grade of the role

Key Compliance Requirement:

• Ensure safety reporting requirements (timely AE/PQC reporting) as set out in company  policies and SOPs (Standard Operating Procedures) are met and appropriately managed  when planning projects, developing materials, executing projects and contracting vendors 
• Ensure HCC and legal requirements (Fair Market Value, Transfer of Value rules,  Promotional Materials rules) are fully understood, appropriately managed and complied with  when planning projects, developing materials, executing projects and contracting vendors 
• Ensure inspection readiness with respect to personal training compliance, and availability of  recent CV and individualised Job Description 
• If commissioning contractors or third-party organisations, put contracts in place and provide  training so that these individuals also act in accordance with Johnson & Johnson HCC  requirements when interacting with Healthcare Professionals and report adverse events  and complaints (as above).

Communication with others outside Janssen:

• Healthcare Professionals /Healthcare Organisations/Other Relevant Decision  Makers/Patient Advocacy Groups 
• Event Management Agencies (for key meetings) 

Communication with others within Janssen

• Healthcare Compliance Office 
• Medics, MEMs & MSLs 
• Account Managers 
• Marketing  
• Students 
• Outcomes Research 
• Communications  
• Finance  
• Procurement 
• Medical Information 
• Senior Management  
• Drug Safety/Regulatory Affairs & QA 
• Customer Services 
• Legal Team 

Resource Management 

• Invitation paper for copy approval printing 
• Envelopes 
• General stationary & event stationary 
• Name badges for delegates 
• Labels 

Decision Making Autonomy 

• Stationery ordering 
• Detail focused in order to provide accurate data entry  
• Sound knowledge of Microsoft (PowerPoint, Excel and Word) are essential 
• Confidence and ability to work with new IT software specific to the role (ICD/HPR)
• Professional telephone manner 
• Resilient and flexible with the ability to work under pressure. 
• Excellent organisational and prioritisation skills. Ability to plan, organise and prioritise  workload to meet own and given deadlines. 
• Excellent ability to communicate effectively and confidently, verbally and in writing  • Ability to work within a team, sharing responsibilities and workload to provide collective  support to the business. 
• Personal drive and enthusiasm with a positive, 'can do' attitude and a desire to succeed

Essential Technical Knowledge, skills and experience:

• Detail focused in order to provide accurate data entry  
• Sound knowledge of Microsoft (PowerPoint, Excel and Word) are essential 
• Confidence and ability to work with new IT software specific to the role (ICD/HPR) 
• Professional telephone manner 
• Resilient and flexible with the ability to work under pressure. 
• Excellent organisational and prioritisation skills. Ability to plan, organise and prioritise  workload to meet own and given deadlines. 
• Excellent ability to communicate effectively and confidently, verbally and in writing  • Ability to work within a team, sharing responsibilities and workload to provide collective  support to the business. 
• Personal drive and enthusiasm with a positive, 'can do' attitude and a desire to succeed

In Return

In return for this role, you will receive a competitive hourly rate. A minimum 6 month contract & an opportunity to work with a Global Leader with Johnson & Johnson.

Things to remember before applying for this role:

• We are looking to process the first round of applications within the next 2 working days.
• We do not accept applications via email.

If you are interested in this role please apply now! Make sure you fill out your application in full, your personal CV will be used for the recruiter’s reference only, they are not sent to Hiring Managers. Ensure all relevant information is included in your application!

Diversity, Equity & Inclusion:

For more than 130 years, diversity, equity & inclusion (DEI) have been part of our cultural fabric at Johnson & Johnson and woven into how we do business every day. Our commitment to respect the dignity and diversity of all is embedded in our Credo.

We know that the success of our business depends on having the best talent in a workforce that reflects the diverse markets we serve around the world and an inclusive culture that values different perspectives and life experiences

That is why we are working to create an inclusive environment where diverse backgrounds, perspectives and experiences are valued and each one of our people feels that they belong and can reach their potential. No matter who they are. Diversity, Equity & Inclusion at Johnson & Johnson means “You Belong”.

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