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Location: UK office based

About Synergy:

Synergy Worldwide is an integral part of HCG and the Omnicom Health Group; global networks that connect the minds of over 4,200 healthcare communications specialists in over 55 offices and access the best in medical education, creative, promotional, digital and market expertise.

Synergy Worldwide is a medical communications group with offices in London, Philadelphia, and New York, combining scientific know-how, strategic thinking and creativity – the result? Extraordinary communications. We pride ourselves on the collaborative long-standing partnerships we develop with our clients and medical and scientific experts. From delivering small projects to providing strategic counsel to senior leadership, we cover the spectrum of medical communications.

Our people are at the heart of Synergy, they embody our values: curious, committed, connected, camaraderie and courage. Our people make up our culture – they enable us to be better together.

About the Role:

The Team Assistant will work closely with the Synergy Head of Agency services (HAS) to support Synergy staff at Bankside and with company-wide operations. The Team Assistant will also work closely with the Executive Team, to provide administrative and organisational support.

Key Responsibilities:

Executive Team support

• Provide administrative support to Agency Management Board and Executive Team members, as follows:
  • Meeting scheduling and room bookings
  • Point of contact for issues/requests relating to Bankside
  • Support with meeting room booking as well as food and beverage arrangements at bankside-located meetings
  • Support with arranging external meetings/events for teams lead by Agency Management Board and Executive Team members
  • Support with schedule arrangements for VIPs (e.g. Senior members of HCG visiting Synergy)
• Provide administrative support to Global President, Managing Director and Finance Director, as above and additionally
  • Diary and schedule management
  • Completing expenses, and overseeing management of the company credit card
  • Working with Event Management team to support with travel bookings, and creating travel itineraries

Front of house at Synergy space at Bankside

• Ensuring a welcoming reception for all visitors to Synergy, staff, clients and other visitors
• Managing the switchboard by answering and forwarding incoming calls in a professional manner
• Maintain the office accident report book, ensuring all accidents (including both in the office environment and those reported by permanent homeworkers) are accurately reported in a timely manner
• Work with key contacts in the Bankside operations team to make necessary arrangements for the agency. Arrangements may include:
  • Ordering food and beverages for agency functions
  • Oversight of desk booking and allocation (via Condeco)
  • Booking meeting rooms and social spaces for agency events
  • Notifying appropriate Bankside staff of new starters and leavers
  • Health and safety related queries
  • Ensuring Synergy Space at Bankside is organised, clean and tidy
  • Ensuring adequate access to office consumables, including stationary
  • Raise issues related to maintenance of the Synergy Space in Bankside, and overall functionality of Bankside relating to Synergy Staff, including escalating to HAS when necessary
  • Maintain and communicate changes in office policies and processes such as office security and maintenance work that will impact staff

Operations

• Support HAS with onboarding and offboarding of staff, ensuring that timelines are met and that other stakeholders (line manager, buddy, HR and IT) are updated as required
• Effectively execute the new starter introductions
• Be the central point of contact for the company mobile phone contract and handsets. Liaise with the supplier to arrange new handsets as needed
• Manage across-office contacts list, ensuring that list is kept updated regularly and shared with staff on regular basis
• Support HAS with IT-related issues, when needed
• Support with the management of cross-office connectivity, for example requesting and updating staff photos for each office
• Support HAS with collating data and information for Omnicom and HCG requests
• Create company award surveys and collate responses on a monthly basis. Message nominated staff with feedback received and support with purchasing prizes
• Manage and contribute to Operations to do list and participate in regular team meetings
• Assist with company treats and events, as directed by HAS
• Manage company headshots and biographies

Skills and Experience:

Essential

• Educated to GCSE level or equivalent
  • Proficient MS Office skills, including Outlook, Word, Excel, Teams and PowerPoint

Desirable

• Demonstrable multitasking ability

The companies within the Healthcare Consultancy Group are Equal Opportunity Employers. All applicants will be considered without regard to race, colour, religion, sex, age, national origin, citizenship status, sexual orientation, disability, veteran status or any category or class of person protected by law.