This role sits within the Business Process Partner Team and plays a pivotal role as the heart of the company’s operations and activities. Responsible for the proactive and reactive administrative partnership support across the ANZ business.
The main areas of responsibility will include: -
- Enabling the business to maximize productivity by simplifying collaboration and connection between business units & functions.
- Achieving individual goals and objectives as well as working within the larger BPP team.
- As a pool of BPP you will flex across customer groups to collectively support the team
- All BPP’s will be required to gain proficiency across all systems and processes to support the various customer groups and wider BPP team.
- Horizontal Specialism - Office management, Corporate Social Responsibility (CSR) committee member, internal communications, digital and system support including roll out of software from global, company travel and project management.
Collaboration
- Maintain relationships with key stakeholders to ensure partnership in communication and pursue opportunities for collaboration.
- Collaborate with other members of the BPP team to provide seamless support for the business
- Communicate across business units & functions to ensure consistent & compliant processes are maintained
Horizontal Specialism - Office Management
- Drive continuous improvement for office management
- Be the Australian affiliate process super user to consolidate change requests and deploy process improvements across the business.
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Take responsibility for general office management to ensure the smooth running of the business.
- e.g. building/office maintenance (including managing external suppliers for office related matters, i.e. cleaners, building mgt)
- office based events (in collaboration with the BPP team)
- Maintain a high standard of filing, tracking & archiving for relevant general business documentation.
- All BPP’s will take shared ownership for managing the company storage units and ensuring documents required to be archived (and destroyed) are done so according to regulation requirements.
- Organise catering for internal company meetings
- Assist in EOY celebrations for ANZ affiliate.
- Stock control (including ordering) of stationary, couriers and kitchen supplies.
- Answering phones (average of 4 calls per day)
- Be the go-to person on building management. Plan, manage and lead quarterly meetings to discuss ongoing contract/ building issues, etc with support if required from the Finance Director.
- Manage Ipsen appointed cleaners, including quarterly meetings
- Conduct Office Induction for all new employees, including IT Hardware, office, etc.
- Coordinate & process purchase orders and monthly reconciliation for related costs such as events, catering etc.
Onboarding
- Supporting the Onboarding program for new starters to ensure a positive induction experience including day one
- Provide support for the buddy program ensuring new starters receive support
Internal Events
- Provide logistical and expert support on Company Events to assist with company business meetings, which may include sourcing venues, accommodation, catering and other ad-hoc event tasks
Employee Engagement support
- Support the coordination of people engagement activities and initiatives in concert with HR including coordination of activities such as health checks and influenza vaccinations.
P2P/Finance
- Be a subject matter for Purchase to Pay including the introduction of the new Polaris project (Ariba S4/Hana)
- Provide business support for Regulatory Affairs, Quality, Communications and Finance
CSR
- Support the planning and execution of CSR events and activities
- Work cross function on Generation Ipsen Pillars with the ANZ team
- Role model CSR in all daily business activities
Internal Comms
- Assist on internal company communications with EA
- Provide regular communication to the ANZ team where required.
- Support the ongoing back-end-management of the Ipsen Australia intranet.
- Coordinate subscriptions for employees, ensuring starters and leavers access to corporate subscriptions is managed. (e.g. Pharma In Focus, Med News)
- Support and manage as required Company Meetings and internal stakeholder management required to support company-wide meetings.
Digital and Systems Support
- Support the roll out of new software or system updates along with BPP team
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Overall responsibility to work with OSS (On site Service) to ensure system set-up for new starters and asset recovery for leavers:
- liaise with managers for new starter equipment set up and correct allocation of asset
- liaise with managers regarding asset handover and signing of agreement
- IT Induction for new starters including building app and My Ipsen Workplace App set up and training
- Liaise and manage existing staff asset updates or repair of asset
- Support the introduction of new digital ways of working
- Attend fortnightly IT meetings with APAC IT lead and Service Now Team Leader
- Manage OSS regarding the management of the IT Asset Register including liaison with Finance
- Coordinate bi-annual whole company equipment audit
- Key contact for telecommunication company (Telstra) to manage company mobile phones, iPads, internet, landline
Company Travel Agency
- Key contact for company appointed travel agency
- Assist with general queries and support relating to Concur for flights, accommodation and car hire
- Assist with Concur booking queries/complaints with support of Finance Director
- Liaison regarding hotel corporate rates
- Attend quarterly meetings with travel agent for service level report and check-in
- Manage monthly company airline credits
Project Management
- Lead ad hoc projects for the organization as identified (i.e. – training for roll out PowerApps, various IT system rollouts, archiving governance updates, office refurbishment, etc)
- Lead and coordinate continual improvement initiatives
Knowledge, Abilities & Experience
- At least 5 years’ Office Management experience within a commercial or pharmaceutical organisation
- 3 plus years Project/Event Management experience in a professional/corporate environment
- Experience in providing administrative support to a large team
- Have worked with management at all levels
- Agile minded with collaborative approach
- Ability to learn quickly, lead process and be proactive
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