Document Administrator

**Summary**:
Responsible for coordinating the daily activities in PS&PV department with co-ordination of specific tasks in a highly independent way. Be responsible for performing document administrative support in an effective and efficient manner to support Senior Leadership in PS&PV Hyderabad. Be able to manage multiple assignments with competing priorities in a fast-paced environment and liaise effectively with multiple stakeholders.

**About the Role**:
**Major accountabilities**:

- Responsible to validate documents (business review, HR documents, PS&PV strategic documents) and ensure they are correctly processed in PS&PV Sharepoint.
- Manage Novartis key documents and information exchange with GDD and external stakeholders.
- Provide operational support to PS&PV leadership team for organizational tasks and management of the meetings (e.g. leading the meeting preparation, preparation of slide decks, minutes incl follow-up, independently handling correspondence, coordinating and tracking appointments and deadlines).
- Process incoming/outgoing mail, schedule appointments/manage calendars
- Make both global and domestic travel arrangements
- Process complex expense reports
- Ensure adequate global reporting of FTEs, staff list, project organograms, updates every month.
- Human Resources Support - assist in recruitment, induction of new associates, joining and exit formalities and ensure compliance with administrative processes including processing of awards.
- Contribute and lead process improvements for administrative activities for PS&PV Hyd site.
- Support, train on the adequate use of HR, Financial Applications & Systems
- Organize internal/external meetings, ‘connects’ with staff, videos and conference calls; staff meetings, Town halls.
- Coordinate and lead administrative aspects of PS&PV events (Site) including Visitor programs.
- Assist in the development of slide presentations and communications for Site Head/ LF Head
- Maintain departmental files and proper submission of approval forms
- Handle confidential information and communication with all levels of management in a professional manner.
- Follow-up on projects assigned to various managers to ascertain status and to assure timely completion
- Mentor other administrative support personnel with the department;
- Function as coverage for other Administrators
- Handle various projects as required.

**Key performance indicators**:

- Feedback from internal and external Development team stakeholders (as defined above)
- Feedback from selected customer groups (e.g. team members, HR, Line Managers, associates)
- Successful implementation of agreed PS&PV projects & actions plans
- Agreed outcomes from key external projects

**Minimum Requirements**:
**Work Experience**:

- Relevant experience for around 4 years
- Work experience in a similar (pharmaceutical, research) environment will be an advantage.
- Reliable and able to work independently, proactively and under pressure with minimum supervision.
- Good organizational and communication skills. Familiarity with office automation tools. Willingness to work in teams and flexible time schedule when necessary.
- Strong interpersonal skills, with high customer focus and good negotiation background
- Track record to work independently in a highly efficient way, managing multiple priorities across a highly matrixed global organization.
- Well-organized, evidence for executing with a high degree of details and excellent follow-up skills and persistency.
- High proven ability to influence others without direct authority (within and outside of Novartis).
- Basic knowledge of external vendors and supplied services is a plus.
- Functional Breadth.
- Collaborating across boundaries.
- Operations Management and Execution.

**EDUCATION**:

- University Degree (Bachelors) in Science/ Commerce with proficiency in computer knowledge / Data entry in Pharma documentation. Very good communication skills in English.
- Good knowledge of Corporate Responsibility principles, Knowledgeable in operations, project management

**Skills**:

- Databases.
- Employee Training.
- Filing (Documents).
- Pharmacovigilance.
- Reporting.

**Languages**:

- English.

Division

Development

Business Unit

Innovative Medicines

Location

India

Site

Hyderabad (Office)

Company / Legal Entity

IN10 (FCRS = IN010) Novartis Healthcare Private Limited

Functional Area

Research & Development

Job Type

Full time

Employment Type

Regular

Shift Work

No

**Accessibility and accommodation**:
Novartis is committed to building an outstanding, inclusive work environment and diverse teams' representative of the patients and communities we serve.