Medical Operations Specialist

EMEA Medical Operations Specialist (EMOS) 

Johnson & Johnson  - High Wycombe (Remote work) will include 20% Regional travel within Europe, from quarter 2. 

This role is outside IR35

Pay rates: 

£29 - £33 PAYE PH

£39 - £43.60 Ltd PH

Hours: 37.5 per week

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.

Overall purpose of the job:

• The Role consist of 40% Finance & 60% Compliance management 
• Coordination Medical Event planning & prepare/execute healthcare compliance (HCC) sensitive cross-border events (<30 HCPs) and Educational Grant or consultancy agreements, within specific Therapy Area or compound, aligning closely with EMEA MAF colleagues, internal functions such as HCBI, P2P, procurement and external partners including agencies and health care professionals (HCPs). 
• Overall budget tracking and follow-up, working closely with budget owners within MEDED  to ensure that the budget is spent according to the business plan 
• Ensure compliance with regional HCC and transfer of value requirements 

Job Description:

• Overall budget tracking, consolidation and follow-up, working closely with the finance department and budget owners within EMEA Medical Affairs (MAF) to ensure that the budget is spent correctly and according to the business plan.
• Coordination of healthcare compliance (HCC) sensitive cross-border meetings (&lt;30 HCPs) and educational grant/consultancy or speaker agreements, within a specific therapy area, aligning closely with EMEA Medical Affairs (MAF) colleagues and other internal functions such as compliance, finance, procurement as well as external partners including agencies and health care professionals (HCPs).
• Ensure compliance with HCC and Transfer of value requirements.

Main Responsibilities:

Budget management tasks

• Responsible for overall budget tracking by consolidating information acquired from agencies, internal stakeholders and Janssen finance
• Support consolidation of budget in accordance with finance update cycles, escalating budget discrepancies as appropriate
• Follow-up with involved agencies on budget estimates and work orders/contract
• Request PO numbers and work closely with the EMEA Event Support Team
• Follow up on invoices and reconciliations
• Responsible for budget planning, tracking and reporting of events, sponsorships, grants and consultancy agreements

Medical Event Planning

• Coordinate the planning of Medical HCC sensitive meetings with less than 30 external participants working closely with the EMEA MAF and MedEd team(s)
• Organise and attend planning meeting(s) with the respective EMEA team(s) and stakeholders and contribute to review of annual plans for Medical activities, Educational Grants and Consultancy agreements
• Proactively reach out to Event/Grant/Consultancy agreement owner (or escalate) in
• case of discrepancy between Annual planning and currently requested activities

Event Project Management

• Responsible for preparation, set up, conduct and closure of Medical meetings with less than 30 external participants
• Together with internal event owner, select &amp; contract medical communication and
• logistics agency for each meeting, ensure compliance with established rate card as determined by procurement
• Act as primary contact point for external participants and medical communication agencies
• Arrange all the logistic for the meeting and the external participants
• Closely work with the EMEA Event Support team to follow contract and payment processes.
• Close and reconcile events against agreed budgets

Educational Grant/Consultancy or speaker agreements management

• Together with the team, obtain the required documentation for submission
• Advise the requester on local HCC requirements or specificities
•  Closely work with the EMEA Event Support team to follow contract and payment processes

Healthcare Compliance tasks

• Management all healthcare compliance aspects related to meeting project management (&lt;30 HCPs) and Educational Grant/Consultancy or speaker agreements management: post meeting reconciliation, filing and archiving, Coordinate transfer of value (ToV) and disclosure

General

• Ensure that all activities are carried out in compliance with regulatory guidelines, HCBI and company policy
• Maintain open communication and cooperation with other individuals in EMEA
• Medical Affairs Team to ensure knowledge exchange and sharing of good practice.
• Look for efficiencies and improvements in the related business processes

Essential Knowledge & Skills:

• Excellent interpersonal, organizational skills, time-management skills and communications skills, both written and verbal.
• Proven skills at developing and managing varied relationships within and outside the company.
• Ability to identify and resolve issues that arise during execution of task.
• Project management skills
• Knowledge of J&J travel policies (AMEX), and internal systems used (including Concur, ICD, Cornerstone, eMP, LYNX and others )
• Awareness of, and advanced training in, Healthcare Compliance Business Integrity (HCBI).
• Perfect knowledge of event creation and management in iConnect and TOV disclosure aspects in HPR
• Awareness of and adherence to Johnson & Johnson Credo values.
• Experienced in working in a complex matrix / virtual environment
• Familiar with the systems: iConnect, ICD, Cornerstone, LYNX, J&J conferencing

Qualifications:

• Must have budget/finance experience
• Must have a medical/healthcare/pharmaceutical meeting background
• Project management skills
• Experienced in working in a complex matrix / virtual environment
• Excellent interpersonal, organizational skills, time-management skills and communications skills, both written and verbal.
• Proven skills at developing and managing varied relationships within and outside the
• company.
• Awareness of, and advanced training in, Healthcare Compliance
• Ability to identify and resolve issues that arise during execution of task
• Fluency in English language is required
• Fluency in additional EMEA languages an advantage
• Flexibility to travel occasionally within Europe