Customer Field Support Event Coordinator

Customer Field Support Event Coordinator

6 month contract

37 hours a week

High Wycombe 

Inside IR35

Purpose: 

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.

Responsible for: 

• 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 reports 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

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 prioritize 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