JOB:

Job Purpose

The Medical Coordinator will support the Medical Department through medical information query management, patient program support, tracking of local and Multi-Country Organization (MCO) medical operating expenses (OPEX), the execution and tracking of the training curriculum for the department, support and uphold a high standard of integrity across all medical activities by ensuring SOP compliance, and ensuring audit readiness.

Key Responsibilities:

Compliance and Audit Readiness

• Ensure the highest standards of compliance and audit readiness within the Medical Department.
• Collaborate with Quality and Ethics & Business Integrity (EBI) teams to ensure and monitor compliance.
• Update and track the expiry of Standard Operating Procedures (SOPs) relevant to the department, under the direction of Quality.

• Coordinate and execute the training curriculum for the Medical team, ensuring completion of all required training relevant to local medical functions.
• Establish, track, and maintain training records for all department members, ensuring timely completion and compliance.
• Organize and manage the training record repository for easy access and audit readiness.

• Provide operational support for patient programs within the Medical Department, ensuring program activities align with MCO and GxP requirements.
• Track and report on patient program activities to maintain regulatory and ethical standards.
• Coordinate with relevant stakeholders to ensure the successful implementation of patient programs.

• Monitor SEE engagements to ensure adherence to engagement quantity and honoraria thresholds.
• Implement and monitor compliance with Fair Market Value (FMV) guidelines for SEEs, patients, and patient advocacy groups.
• Conduct live monitoring of a selection of events each quarter to ensure compliance during medico-marketing activities.

• Serve as a 1CRM event initiator for the medical department, ensuring accurate setup and compliance with internal policies.
• Support and train medical department users as needed.
• Ensure team members are informed of system updates and support process simplification.
• Log 'interactions' and 'insights' on behalf of the medical team and execute 'free text monitoring' as per global and MCO monitoring compliance standards.

• Manage and track the Medical Information mailbox and handle all inquiries, including telephonic inquiries, during business hours, within designated timelines.
• Ensure compliance with Medical Information SOPs, providing training for relevant personnel.
• Conduct quality checks on automatic email responses, phone routing, and voicemail availability for audit readiness.
• Conduct literature searches to support evidence-based responses, ensuring compliance with Good Scientific Information Practices.
• Ensure all responses adhere to the Protection of Personal Information Act (POPI) and avoid providing medical advice.
• Monitor and provide monthly reports on Medical Information Management performance and query trends.

• Review sponsorship and contribution requests to ensure compliance with internal policies.
• Manage internal processing of documentation and submit requests to relevant stakeholders.
• Reconcile sponsorships documentation and contributions to ensure accuracy and accountability.
• Archive all documentation related to sponsorships and contributions within relevant tools or platforms, including all reconciliations, proof of payment, to maintain comprehensive records for audit and compliance purposes.

• Monitor and track local and Africa Multi-Country Organization (MCO) medical operating expenses (OPEX) to ensure alignment with budget forecasts.
• Provide regular updates on OPEX status to relevant stakeholders and maintain accurate records for financial reporting and audit purposes.
• Monitor and archive proof of payment to Scientific External Experts (SEEs) to ensure compliance and transparency.

• Support the Medical Head with high-level administrative tasks, including scheduling meetings, preparing reports, and managing key deliverables.
• Champion the implementation and optimization of medical systems, tools, and processes, ensuring alignment with local and global standards.
• Act as a key point of contact for troubleshooting, training, and improving system use among medical staff.
• Provide project coordination and leadership, including planning, timeline management, stakeholder engagement, and tracking progress for key medical initiatives.
• Manage contracts, vendor coordination, travel and expense processing related to medical projectsand events

• Ensure that the Medical team's organograms and job descriptions are kept up-to-date, using the latest templates.
• Archive and maintain records of organograms and job descriptions to ensure accessibility and audit readiness.
• Ensure all team members have Individual Development Plans (IDPs) in place, though not responsible for the content of these plans.

• Master's degree in a scientific discipline, Pharmacist degree, or higher qualification.
• Experience in medical administration or compliance within a pharmaceutical or healthcare environment is an advantage

• Skills:
  • Scientific writing experience
  • Strong proficiency in English (reading, writing, and comprehension).
  • Proficient in MS Office (Outlook, Word, Excel, PowerPoint) and quick to adopt digital platforms.
  • Excellent organizational skills and attention to detail.
  • Ability to work both independently and collaboratively in a cross-functional environment.

• Strong Scientific Background: Demonstrates the ability to analyze, interpret, and apply scientific learnings to projects and decision-making processes effectively.
• Project Management:Strong skills in planning, coordinating, and executing projects, with the ability to manage timelines, resources, and deliverables.
• System and Process Orientation:Proficiency in navigating and championing digital tools and platforms, ensuring seamless adoption and integration.
• Integrity and Compliance: Uphold the company's ethical standards and commitment to compliance.
• Communication Skills: Clear, professional communication skills, with the ability to train and support colleagues effectively.
• Problem-Solving: Proactive in identifying and addressing issues within medical processes.
• Adaptability: Ability to manage multiple tasks and adapt to evolving systems and regulations.

• This role requires a meticulous approach, a strong sense of responsibility, and confidentiality in handling sensitive information.
• Occasional travel may be required for training sessions or conferences.

• Push to go beyond the level we have operated until now:
  constantly challenge the status quo focusing on the priorities that will deliver the best outcomes and letting go what won't: be intolerant to mediocracy, believe we can and must do better and aim at higher but never at the expenses of our values and judgment.
• Put the interest of the organization ahead of own of those of his/her team:
  consider both short- and long-term impact of decisions; puts collective and global goals above individual or local goals; share resources and capabilities with those with the greatest need and impact; enable decision making at appropriate level.
• Act in the interest of our patients and customers:
  actively engage with customers to know their current and future needs; brings an external perspective into decisions.
• Take action and don't wait to be told what to do:
  take smart and informed best bets with the information at hand and anticipate the consequences of her/his actions; use personal judgement and others' advice to make bold and impactful decisions which move us forward.