Project Assistant – Publications

Cambridge, UK

Please note that this role will be based in our Global Headquarters in Cambridge. We are recruiting for a very limited number of spaces for a September 2020 start date and most applications will be considered for a 2021 start date, which includes start dates in January, April and July 2021.

About the Role

Peer-reviewed publications are key to advancing evidence-based medicine; our Publications team help to communicate the results of clinical trials to the scientific community. The Publications team work with clients and world-renowned opinion leaders to produce publications that communicate key scientific and clinical data to a wide audience. By joining this team as a Project Assistant, you will support our project teams with a wide-range of administrative, project coordination and scientific tasks. The role is therefore varied, and in a typical week your time will be divided across both internal projects that contribute to the successful operation of your division, as well as multiple scientific projects for our clients in the healthcare sector that will span several different disease areas.

Project-wide administrative tasks may include collating reference packs, running database searches, purchasing articles, contacting academic authors and setting up project folders and project timelines. You will also have the opportunity to apply your scientific understanding to project work for clients on tasks including screening records for relevance to research questions; proofreading scientific materials, including reimbursement submissions, slide decks, manuscripts, abstracts and posters; and reformatting documents in line with journal submission and/or client guidelines. In addition, you will have the opportunity to identify and oversee enhancements to the current project management tools and processes used by the team and work closely with Project Managers to play an increasing role in project coordination, including supporting the day-to-day coordination of the project team and the preparation of progress reports for clients.

You will sit at the heart of the Publications division and play a key role in the smooth running of the team’s operation. You will be responsible for supporting the implementation of the latest operational and administrative processes, as well as identifying and suggesting process improvements and changes to current ways of working, to enhance quality and efficiency within Publications and, where appropriate, the wider company. You will also be the go-to person for divisional resources and will take responsibility for keeping these up-to-date.

Within this role, there is scope to grow and develop towards the roles of Senior Project Coordinator and then Division Support Manager. This may lead to you supporting managers, and specifically the Division Head, in ensuring the successful performance of the division, particularly in terms of resource planning and productivity, as well as supporting the division’s morale, motivation, training needs and wellbeing.

Initial responsibilities could include:

  • Screening records for relevance to research questions and extracting data from relevant publications into Excel
  • Writing up the methods and results of reviews into engaging reports and slide sets
  • Formatting, consistency and general quality control review of scientific documents, including reimbursement submissions, reports, slidesets, manuscripts, abstracts and posters
  • Reformatting of scientific documents to ensure adherence to client requirements and/or relevant submission guidelines
  • Supporting the accurate referencing of scientific materials, including preparing reference packs
  • Assisting Project Managers with client and author communication on multi-component projects, and the production of progress reports and summaries that enhance the level of customer service delivered
  • Supporting the development of client proposals and tracking those sent and responded to
  • Coordinating logistics and providing project support for events and meetings
  • Ownership of tasks in our project management system to support the correct budgeting and invoicing of projects
  • Scheduling meetings, and recording minutes and coordinating their distribution
  • Preparation of compliance documentation
  • Liaising with external suppliers, including translation agencies
  • Assisting the team with planning and the development of planning tools to optimise the productivity of the team and cross-collaboration between the team and other divisions
  • Helping the project team to keep abreast of the latest potentially relevant sources of information to inform their project work, and keeping all divisional resources up-to-date
  • Organising divisional monthly meetings, team socials and other internal activities

What is the Difference Between the Project Assistant and the Analyst/Medical Writer role?

Analysts, Medical Writers and Project Assistants share a similar level of responsibilities however the roles do differ significantly in terms of daily duties.

Analysts and Medical Writers conduct detailed analyses of scientific data to then create a variety of materials that are presented to, and used by, our clients.

Whilst working on the same projects across a variety of disease areas, Project Assistants use their scientific knowledge to provide project management support and administrative help to project teams, allowing the timely delivery of high quality work. Additionally, Project Assistants work with senior colleagues within their division and colleagues from the Operations team to carry out internal administrative tasks, suggesting improvements and working to maximise efficiency within their teams.

About You

The ideal candidate will be proactive, innovative and eager to take on new challenges and responsibilities with an ambition to develop the role.

This role will suit those who are passionate about the concept of evidence-based medicine, have an excellent attention to detail and organisational skills, and a talent for communication.

Skills and experience required:

  • A degree level or equivalent qualification in a scientific discipline (2.1 minimum) including but not limited to; biology, chemistry, pharmacy and medicine
  • A flair for, and attention to, detail
  • Professional oral and written communication skills
  • Good knowledge of Microsoft Office
  • Excellent organisational skills and a passion for maintaining high levels of organisation across tasks and processes
  • The ability to respond to conflicting deadlines, work independently and self-manage your time
  • A commitment to delivering excellent customer service
  • A desire and aptitude for collaborative working across project teams

You will receive close training and mentorship from experienced colleagues, so no prior experience is required.

What We Offer

The starting salary £24,000 – £26,000, depending on your previous experience. Please click here to learn about our reward package and the other benefits of working for Costello Medical.

COVID-19 Response

In response to the COVID-19 crisis, our teams are now all working remotely. Exceptional customer service is one of our core principles, so we are committed to supporting our clients and operating as normal through this period.

Please note that we are also still welcoming applications for our open positions, across all roles and locations. Interviews are being conducted by Microsoft Teams and we are able to support new employees remotely with virtual induction sessions.

How to Apply

Please submit your CV and cover letter via our online application form. In your cover letter you should explain why you think you would be suited to the Project Assistant role and why you would like to join Costello Medical.

Please contact the recruitment team at recruitment@costellomedical.com if you have any questions about the role or application process.