Project Coordinator - Medical Communications in Bristol

Responsibilities

• You will oversee a range of administrative, coordination and scientific tasks related to client projects, as well as contribute to company and team initiatives.
• Support our scientific project teams with administrative, coordination and scientific tasks.
• Oversee the delivery of scientific work to our clients, identifying and implementing process improvements and enhancing quality and efficiency within the team and company.
• Primarily work on Publications or Medical Affairs projects.
• Formatting, consistency and general quality control review of scientific documents, including reports, slide sets, manuscripts, abstracts and posters.
• Assist Project Managers with client and healthcare professional communication on multi-component projects, as well as the production of progress reports and summaries that enhance the level of customer service delivered.
• Coordinate logistics and provide project support for both in-person and virtual events and meetings, for example congresses, symposiums and advisory boards.
• Day-to-day co-ordination of the project team and monitoring of project timelines, in collaboration with the project manager.
• Schedule meetings, record minutes and coordinate their distribution.
• Assist the team with the development of planning tools to optimise its productivity and cross-collaboration with other teams.
• Support the accurate referencing of scientific materials, including preparing reference packs.
• Screen records for relevance to research questions and extract data from relevant publications.
• Liaise with our Creative team on the development of figures and other visuals to be included in reports.
• Support the development of client proposals and track those sent and responded to.
• Manage project compliance, which includes completing compliance training, preparation of project compliance documentation, liaising with client compliance teams and acting as the internal point of contact for all compliance-related queries.
• Liaise with external suppliers, including translation agencies, as well as digital and marketing agencies and other consultancies, to ensure smooth delivery of projects.
• Take ownership of tasks in our project management system to support the correct budgeting and invoicing of projects.
• Help our Analysts and Medical Writers translate project methods and results into engaging reports and slide sets.
• Reformat scientific documents to ensure adherence to client requirements and/or relevant submission guidelines.
• Help project teams keep abreast of the latest potentially relevant sources of information and industry guidelines to inform their project work, as well as keeping all internal resources up to date.
• Organise monthly team meetings and other internal activities.

Hybrid Working Policy

We believe that having face-to-face time in the office holds many benefits and is central to ensuring that the community we have created, where people have a workplace they belong to and feel part of, is never lost. At the same time, we recognise that homeworking can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. Therefore, we offer flexible working arrangements that allow our colleagues who have passed probation to work from home for up to half of the time, measured across a 2-week rolling period. During your probationary period (normally the first 6 months of the role), you will be able to work from home for 1 day per week.

Key Differences Between the Project Coordinator and the Analyst/Medical Writer Roles

While Analysts, Medical Writers and Project Coordinators share a similar level of responsibilities, their roles differ significantly in terms of daily duties. Analysts and Medical Writers conduct detailed analyses of scientific data to create a variety of materials that are presented to, and used by, our clients. On the other hand, Project Coordinators use their scientific knowledge to offer project management and administrative support to project teams, enabling the timely delivery of high quality work. Additionally, Project Coordinators work with senior colleagues within their team to carry out internal administrative tasks, developing and improving processes to maximise efficiency.

Recruitment Process

A Day in the Life of a Project Coordinator… Our recruitment process consists of two timed assessments to be completed remotely, followed by the submission of a self-recorded video interview through our applicant tracking system. If successful, you will be invited to an interview with key members of our Publications team. Our standard recruitment process lasts around 1 month; however, this can be adapted if necessary. As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide.

Please note that, whilst we embrace AI to innovate and improve processes, your role may involve confidential data that cannot be uploaded to AI. Therefore, it is important for us to assess your own skills and abilities, so we recommend that you do not rely solely on this technology to generate any application materials.

Visa Sponsorship

For current Student visa holders, in most cases you will be unable to join us in a permanent full‑time position until you have submitted your Graduate visa application. Please refer to Immigration Rules - Immigration Rules: Appendix Student - Guidance - GOV.UK and Graduate visa: Overview - GOV.UK for more details. Due to the Skilled Worker visa regulations, you will only be eligible for visa sponsorship if you meet at least one of the following criteria:

• You are classified as a New Entrant, which includes applicants who are under the age of 26, currently studying in the UK or a recent graduate in the UK, amongst other qualifying criteria.
• You have a PhD in a STEM subject.

Qualifications

• A degree level or equivalent qualification in a scientific discipline (minimum 2.1 or equivalent).
• Postgraduate qualifications would be an advantage, but they are not an essential requirement for the role.
• We welcome applications from candidates with a diverse range of specialisms, including but not limited to; Biology, Chemistry, Pharmacy, Biomedical Sciences, Global Health, Epidemiology, Biochemistry, and Medicine.
• A flair for, and attention to, detail.
• Exceptional written English, which you will use in client work, email communication and internal messaging.
• Effective verbal communication skills, which you will use when working with colleagues and clients.
• The ability to tailor your communication style to a variety of audiences, including healthcare professionals, patient groups, suppliers, clients, non-scientific colleagues and governmental bodies.
• Self‑motivation and enthusiasm, with a genuine interest in healthcare and an eagerness to learn about new areas of science.
• Excellent organisational skills and a passion for maintaining high levels of organisation across tasks and processes.
• The ability to respond to conflicting deadlines, work independently and self‑manage your time.
• The self‑awareness to reflect on your own performance, alongside a willingness to take ownership of your work and the development of your career.
• A commitment to delivering excellent customer service, both to external clients and internal “customers”.
• A desire and aptitude for collaborative working across project teams, sharing your knowledge with others to promote the attainment of a common objective, and working together to overcome obstacles.
• A “can do” approach, and the initiative, positivity and creativity required to continually improve the service we offer.
• Integrity, honesty, and transparency in your interactions with colleagues and stakeholders.
• A good knowledge of Microsoft Office.

We offer many opportunities for personal and professional development at Costello Medical.

Benefits

• Discretionary profit share bonuses paid twice per year.
• Hybrid and flexible working options.
• Generous holiday allowance.
• Private medical insurance.
• Critical illness cover.
• Income protection.
• Full funding for external training and more.

What We Offer

• A starting salary of £35,000, as well as a discretionary profit share bonus paid twice per year.
• 25 days’ annual leave plus bank and public holidays, as well as a holiday buy and sell scheme.
• Flexible working hours and the chance to work from home for up to half of your working time after passing probation.
• Flexible benefits scheme offering cash payments, additional pension contributions and more.
• Private Medical Insurance which offers comprehensive cover on a “medical history disregard” basis.
• Paid study leave and funding for external qualifications.
• Critical Illness Cover, Income Protection and Life Assurance.
• Paid and unpaid sabbaticals based on length of service.

Learn more about our full reward package and the other benefits of working for Costello Medical.

About Costello Medical

Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access, and health economic and outcomes research. We work with a wide range of clients, including the industry's most successful pharmaceutical and medical technology companies, patient and public health bodies, and charitable organisations. We have been listed in the Top 100 Best Companies to Work For list since 2017 and were proud to receive B Corporation accreditation in 2022.

At Costello Medical, we warmly welcome applicants from academia who are looking to transition into a role within a commercial, industry-based setting. We understand the unique perspectives and valuable skills that academic professionals bring to our team. To support your career change, we offer comprehensive training, mentorship programs, and a work culture that fosters collaboration, growth and innovation.