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Administrative, Finance & HR Assistant

We are looking for an Administrative, Finance & HR Assistant to join our team in Madrid. This is a hands-on and varied position providing operational support across Administration, Finance and Human Resources. The role is suited to an organized, proactive and reliable professional who is comfortable managing different priorities, taking ownership of assigned responsibilities and ensuring that tasks are completed accurately and on time. You will work in an international and multicultural environment, collaborating with internal teams and external stakeholders. We are looking for someone who is organized, proactive, detail-oriented and dependable, with a strong sense of responsibility and ownership. The right person will be comfortable working across different areas, managing multiple priorities and following tasks through to completion. A positive, collaborative and service-oriented attitude is essential. We offer a varied role with exposure to Administration, Finance and HR, within an international and collaborative working environment, together with opportunities for professional development within the organization.

Human Resources

Full Time

Madrid, Spain

Experience required:

2–4 years of relevant professional experience in administration, finance support, HR administration or a similar position.
Experience in an international or multinational environment is highly valued.
Previous experience in pharmaceutical, healthcare, life sciences, medical devices or another regulated industry is a plus.

Duties required:

Provide day-to-day administrative support across the organization.
Support general office and operational activities.
Coordinate travel, expenses, purchasing and other administrative processes.
Maintain accurate records, databases and internal documentation.
Support finance-related activities, including invoicing, payment follow-up, expenses and financial administration.
Provide administrative support throughout the employee lifecycle, including onboarding and employee documentation.
Support HR administrative processes, employee records, benefits and training activities.
Assist with internal communications and employee-related initiatives.
Ensure information is accurately maintained and handled with appropriate confidentiality.
Take ownership of assigned administrative, financial and HR tasks and follow them through to completion.
Support the Finance, Administration & HR function with other operational activities as required.

Education and skills required:

Vocational training (FP) or equivalent qualification in Administration, Finance, Human Resources or a related field. A university degree in a relevant field will be considered a plus, but is not essential.
Basic knowledge of accounting and financial administration, including invoicing, expenses and payment processes.
Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.
Strong organizational and multitasking skills, with excellent attention to detail.
Ability to handle confidential information with discretion.
Proactive, reliable and able to work independently, taking ownership of assigned responsibilities.
Strong communication and interpersonal skills.
Native or fluent Spanish and professional-level English (C1 or equivalent), with strong spoken and listening skills.

English communication skills

English is a key working language for this position. The successful candidate must be able to communicate confidently and effectively in English, both verbally and in writing. Strong spoken and listening skills are essential. The candidate should be comfortable participating actively in professional conversations and meetings, understanding spoken English accurately and responding naturally and spontaneously in real-time. English communication skills will be assessed during the recruitment process.

CTA

A Clinical Trial Assistant (CTA) will manage administrative tasks throughout the life stages of a clinical trial, supporting the QF Local Study Team with the submission, collecting, listing, maintaining, tracking and updating (as corresponds) of trial related documentation; being a relevant liaison with other parties of the clinical study (Health Authorities, research sites, CRAs and Sponsor, when applicable).

Clinical Operations

Full Time

Madrid, Spain

Experience required:

At least, 1 year at similar position.

Duties required:

Supporting, the Local Study Team collecting and tracking the documents and data required for regulatory submissions (contracts, financial agreements, patient informed consent forms, insurance certificates).
Performing study submission to Health authorities, initial, amendments, notifications, etc.
Maintaining and updating of the Trial Master File and preparation for relevant QC checks when applicable
Tracking site budget related matters, including processing invoices, tracking payments and for scheduling meetings, updating Excel trackers, coordinating the translation of site documents.
Train CTA trainees, if applicable.

Education and skills required:

Postgraduate studies or course of Clinical Trial Assistant (or equivalent), ongoing or finished.
Good command of written English.
Excellent organizational and prioritization skills.
Knowledge of Microsoft Office programs.
Attention to detail and excellent oral and written communication skills.

Senior CRA

Participate in pre-trial procedures, archiving documents and correspondence, setting up and organizing clinical trial sites, perform on-site visits and training and mentoring of CRAs with less experience. Supporting activities to CTM regarding project management.

Clinical Operations

Full Time

Madrid, Spain

Experience required:

At least 2 years in a similar position.

Duties required:

Perform site selection, SIV, IMV and COV in clinical studies of new and established pharmaceuticals. Experience in oncology trials is highly valued.
Responsible for support and management of sites to ensure that projects are conducted in accordance with protocol, applicable regulation, and the latest ICH guidelines.
Obtain, maintain and review applicable clinical documentation in a timely manner.
Prepare and attend investigator meetings.
Participate in hosting pertinent audits/inspections when necessary.
Training and mentoring of CRAs with less experience.
Eventual support in the writing of company procedures.

Education and skills required:

Degree in life sciences or equivalent.
Master of Clinical Trials Monitoring.
Proven track record as an accomplished CRA in IMP trials (at least 4 years).
English: Fluent spoken & written.
Excellent communication and time management skills to manage multiple projects at any one time.
Strong team member and understand the need for effective communication at all levels.
Effective relationship building with sponsors, sites and colleagues, as well as strong management skills.
Responsible person, able to work with autonomy, dynamic and well organized.
Must be able to travel in accordance with company and project requirements.

CRA

Participate in pre-trial procedures, archiving documents and correspondence, setting up and organizing clinical trial sites and perform on-site visits.

Clinical Operations

Full Time

Madrid, Spain

Experience required:

At least 1 year in a similar position.

Duties required:

Perform in site selection, initiation, monitoring and close-out visits, plus maintaining appropriate documentation.
Support and management of the sites to ensure that projects are conducted in accordance with protocol, applicable regulation, and the latest ICH guidelines.
Managing progress by tracking case report form (CRF) completion and data query resolution.
Evaluating the quality and integrity of site practices – escalating quality issues as appropriate.
Cooperating and/or writing study plans and manuals.

Education and skills required:

Bachelor’s degree, or equivalent, in a scientific or healthcare discipline.
Master of Clinical Trials Monitoring.
Understanding of SOPs, WIs, EU, and local regulations as well as ICH GCP guidelines.
Good command of written and spoken English language.
Computer skills including use of Microsoft Word, Excel, and PowerPoint.
Willingness and ability to travel.
Responsible person, dynamic and organized, good team player.