Office Administrator ( 12 month FTC)

If you are a current Jazz employee please apply via the Internal Career site

Jazz Pharmaceuticals plc (NASDAQ: JAZZ) is a global biopharmaceutical company whose purpose is to innovate to transform the lives of patients and their families. We are dedicated to developing life-changing medicines for people with serious diseases – often with limited or no therapeutic options. We have a diverse portfolio of marketed medicines and novel product candidates, from early- to late-stage development, in neuroscience and oncology. We actively explore new options for patients including novel compounds, small molecules and biologics, and through cannabinoid science and innovative delivery technologies. Jazz is headquartered in Dublin, Ireland and has employees around the globe, serving patients in nearly 75 countries. For more information, please visit www.jazzpharmaceuticals.com and follow @JazzPharma on Twitter.

Job Description

Job Purpose

Reporting directly to the Office Manager, this role provides essential administrative support to EHS and others at KSP by receiving and distributing communications, manage supplies and equipment to maintain an efficient office environment.

KEY RESPONSIBILITIES/ACCOUNTABILITIES

• To provide a professional “front-of-house” response to all telephone, email and in-person enquiries from employees and visitors.
• To support the EHS & Security Team
• Compilation of Security Reports & Metrics
• Organise and schedule meetings
• Manage EHS & Security document control system
• Day to day facilitation of EHS & Security functions
• Ensure First Aider and Fire Warden lists are current
• To prepare Confidentiality Agreements, obtain Jazz Pharma signature on return and issue and file copies of the fully executed documents
• To support all departments with their administrative requirements as and when needed.
• Support and maintain all travel arrangements for staff and visitors (hotels, flights, cars, parking etc).
• To support the Office Manager and act as back up in her absence.
• The job holder is responsible for maintaining GCP and H&S knowledge applicable to the job.
• Sorting and distribution of all incoming and outgoing post.
• Undertaking any other task/duties as may be reasonably required.

DETAILED RESPONSIBILITIES/ACCOUNTABILITIES

• Receiving incoming telephone calls in a professional manner, determine purpose of calls, and forward call the appropriate personnel or department, and/or takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Compilation of EHS & Security Reports and Metrics for Management Teams
• Responsible for the planning, preparation and scheduling of EHS & Security meetings
• Provide day to day facilitation of EHS & Security functions including raising Purchase Orders, arranging Occupational Health Medicals and keeping Emergency Response Lists up to date.
• Manages the document control system for the EHSS Policy and associated Procedures.
• Raising and processing of confidentiality agreements.
• Raising and processing of general purchase order requests.
• Welcomes on-site visitors and announces to appropriate personnel.
• Monitor visitor access and issues security passes when requested.
• Processing of incoming and outgoing post as required.
• Assist in the planning and preparation of any additional internal meeting requests.
• Ensure refreshments and buffet lunches are organised/pre-ordered in a timely manner for management meetings.
• Responsible for the preparation and clearing of meeting rooms.
• Maintain the conditions of the office and arrange necessary repairs by liaising with the relevant persons/department.
• Stationery check stock to determine inventory levels, and order supplies.
• Groceries i.e., tea, coffee, milk, biscuits etc., keeping stock and maintain sufficient levels.
• Basic maintenance of office equipment e.g., photocopier, printers, fax etc.
• Executes additional tasks in order to meet departmental project-related or developmental / change objectives.
• Carries out their work in a way that will not adversely affect their own, or others’, health, safety and security or the environment and reports any shortcomings in Jazz Pharma arrangements.

KEY ATTRIBUTES/SKILLS/EDUCATION – ESSENTIAL

Experience:

• Education to GCSE level to include Maths & English (grade A – C).
• Requires a good operating knowledge of Microsoft Word, Excel, Email and Internet.

Knowledge:

• Knowledge of clerical and administrative procedure and systems such as record keeping and filing or relevant experience obtained from a similar role.
• Basic knowledge of the operation of standard office equipment.

Skills

• Excellent communication skills including the ability to work with people at all levels.
• Excellent organisational and time management skills.
• Ability to be proactive, work on own initiative as well as part of a team.

Attributes and Behaviours:

• Have the ability of prioritising, planning and organising workload.
• Demonstrate a “can do” approach.

KEY ATTRIBUTES/SKILLS/EDUCATION – DESIRABLE

Experience:

• Knowledge within a pharmaceutical administration environment.

Knowledge:

• Knowledge of the relevant company SOP and Guidelines.

Attributes and Behaviours:

• Maintain a positive working environment within the office

Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.

The successful candidate will also be eligible to participate in various benefits offerings, including, but not limited to, medical, dental and vision insurance, retirement savings plan, and flexible paid vacation. For more information on our Benefits offerings please click here: https://careers.jazzpharma.com/benefits

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