Clinical Operations
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Open Position: Clinical Operations & Administration Coordinator The Clinical Administrative Assistant / Clinical Operations Coordinator facilitates the efficient operation of the assigned department by performing a variety of administrative and office support duties.
Responsibilities
Answer and transfer telephone calls, screening them when appropriate.
Welcome and direct visitors and clients.
Maintain filing systems as assigned.
Retrieve information from records, emails, meeting minutes, and other related documents; prepare written summaries of data as needed.
Respond to and resolve administrative inquiries.
Assist in the management of equipment repairs, maintenance, and calibration.
Manage physicians' schedules and vacation requests through Doctoris.
Coordinate access requests and credentials for new employees in collaboration with the HR department.
Prepare documentation for patients and employees.
Coordinate schedules and booking of meeting rooms, Principal Investigator (PI) meetings, and other departmental meetings.
Arrange and schedule travel, meetings, and appointments for managers or supervisors.
Prepare meeting agendas and calendars.
Record and distribute meeting minutes and related documentation.
Maintain office supply inventory and coordinate equipment maintenance.
Track and maintain expense records.
Manage and keep documentation up to date on Business Activity Coordination (CAE) platforms, ensuring the proper collection, review, and follow-up of mandatory documentation for suppliers and external contractors.
Coordinate occupational health appointments and medical assessments.
Perform other duties as assigned.
Requirements
Education in Administration, Secretarial Studies, or a related field.
B2 level English proficiency
Minimum of three years of experience in an administrative role.
Strong understanding of data protection and confidentiality requirements.
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Proficiency in Microsoft Office and related software.
Excellent organizational skills and attention to detail.
Basic knowledge of administrative procedures, including filing and record management.
Ability to work independently.
Position Details
Location: Start Lisbon - Hospital of Santa Maria
Working hours:40 hours per week, Monday to Friday from 8:00 to 17:00 or 9:00 to 18:00.
On-site requirement: 100% office-based
Free English Classes: Virtual sessions once per week in small groups of up to three participants.
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