Administrative Assistant II London, England
Job description
Bausch + Lomb Corporation, (NYSE/TSX: BLCO), is solely dedicated to protecting and enhancing the gift of sight for millions of people around the world from the moment of birth through every phase of life. Our mission is simple yet powerful: Helping you see better to live better.
The company is one of the best-known and most respected healthcare brands in the world, offering the widest and finest range of eye health products including contact lenses and lens care products, pharmaceuticals, intraocular lenses, and other eye surgery products.
Our highest priority is the well-being of the people we serve. By listening to our customers and patients, by constantly honing our innovation edge, by executing with integrity and excellence, we strive to earn the trust of our partners and stakeholders.
Over the last 167 years, Bausch + Lomb has become a global hallmark for innovation and quality. Our talented and motivated colleagues work relentlessly to invent new materials, engineer new technologies, and ultimately bring new innovations to help people see better to live better.
JOB TITLE
Administrative Assistant - Vision Care UKI/EUCAN (half time)
BUSINESS UNIT/FUNCTION
(E.g. Italy, France VC, EHQ Finance….)
Supporting: Vision Care EUCAN team and UKI/Nordics
Reporting to Vision Care, Bausch & Lomb UK Ltd
LOCATION
(site where this job is based)
UK – Kingston
REPORTS TO
(title of manager’s job)
Team Assistant and Events Coordinator Vision Care UKI, Nordics, EUCAN
MATRIX MANAGER’S JOB TITLE
(if applicable)
Executive Director Vision Care EMEA / Canada / India
OBJECTIVES/PURPOSE OF JOB
To provide a high quality administration service to the UK/I Vision Care and EUCAN teams, supporting their functions in achieving required performance targets.
Liaise with external customers, as required to co-ordinate activities with Bausch & Lomb, such as sponsorship payments and attendance at meetings/ symposia.
KEY ACTIVITIES/RESPONSIBILITIES
Administrative support of the UK/I & EUCAN (regional) Vision Care teams including diary management, processing incoming and outgoing correspondence, co-ordinating and supporting business unit meetings, internal and external events, adopting a proactive approach to support the management and marketing teams of the VC Business.
Proactive implementation and continual improvement of standardised administrative processes to both external customers and internal colleagues in the UK business. This will require the individual to act as the first point of contact and then assume responsibility for distribution/ actioning incoming correspondence and producing and distributing outgoing correspondence.
Activities to include:
Customer Letters/ emails
Events and meeting compliance process
Contract compliance process
Sponsorship Payments & Record Keeping
Budget management – raising PO requisitions through to completion, processing invoices and month end reconciliation
Organisation of sales team meetings and regional customer facing meetings and exhibitions. This will incorporate sourcing venues, confirming requirements, travel arrangements (International Meetings) sourcing/ logistics of materials required, literature, and exhibition stands etc. This will not incorporate arrangements for sale team members on an individual basis.
Liaison with colleagues in the European Headquarters for international meetings and customer requirements
KEY PERFORMANCE INDICATORS
(what will success look like? e.g. sales target of X achieved; product defects decreased by X %; customer satisfaction rating of X; inventory levels reduced to X)
All admin requests actioned within a 48hr time period.
Continual refinement and improvement of the administrative processes in the Vision Care team.
Achievement of agreed budget targets for all events.
TOTAL NUMBER OF REPORTS
(total number of people reporting through to this position)
N/A
KEY DIMENSIONS – e.g.
Sales volume responsibility
Budget responsibility
Total Headcount
Sites
N/A
KEY RELATIONSHIPS
(e.g. internal customers/business partners, external customers/partners)
UKI Management - Business Unit Director UK
Regional Management - Executive Director Europe/Canada
Regional (EUCAN) marketing and PA team
Local marketing and PA teams
Finance Dept
Legal and Compliance
Procurement
Regional Sales Managers
Key Account Manager –
Territory Managers
Marketing
Other administrators in Bausch & Lomb UK
External Customers
CANDIDATE PROFILE:
(indicate whether required or preferred)
QUALIFICATIONS/TRAINING
(e.g. professional qualfications, on-the-job training)
Advanced computing skills including Word, Excel, Outlook Email, PowerPoint, Microsoft Teams, Microsoft Forms and able to utilise after training in-house Peoplesoft system for various functions.
EXPERIENCE
(e.g. health care industry, multinational company, number of years, what level/types of roles, etc)
Administrative experience ideally gained within commercial entities or large public body organisation e.g. NHS or Government Department.
Excellent and proven experience in project management and events co-ordination.
Able to demonstrate the experience to liaise with multifaceted points of contact and interpret their end-point requirements into a project. Also able to demonstrate this process has been successfully completed within agreed timelines.
COMPETENCIES
(knowledge, skills and attributes – including language requirements, ability to travel, etc)
Excellent written and verbal communication skills
Excellent organisational skills
Excellent interpersonal skills
Customer focused orientation (internal and external customers)
Time / Project management skills
MARKET AGILITY
Ability to understand, anticipate and respond to the needs of customers in the short, medium and long term
COLLABORATION
- Ability to work positively and collaboratively in a matrix organisation
- Ability to build and leverage mutually beneficial relationships and networks internally and externally
Bausch & Lomb is committed to equal employment opportunity and complies with equal employment opportunity laws in effect wherever it operates.
We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. Accommodations for job applicants with disabilities are available on reques.
