Business Service Associate

Posted 12 Feb 2019

Sydney, New South Wales - Australia

Req Id 188216


BSA Oncology

Your role is to work as part of a cohesive team of professionals to provide holistic administrative support for the Oncology business unit and cross functional team. 


Your core objective is to proactively manage a range of support and administrative needs in a timely and communicative manner, and deliver best business practice in accordance with and utilising knowledge of company policies, industry guidelines and established procedures.


To support the Oncology business unit with the operational, administrative, events & travel requirements necessary in which to meet sales & budget expectations and deliver on key annual objectives.  In addition, to support and collaborate within a business services environment and ensure efficiencies and best-practice is gleaned company wide. Expectations of these areas include, but are not limited to:


Events & Education

  • Research, negotiate and book department specific Events and Activities
  • Work within Medicines Australia Guidelines & Department Policy (preference) to deliver requirements within budget and timeline
  • Consider unique Event Requirements (facilitator, team building, theme, dining alternatives) and provide creative solutions that exceed the target audience’s expectations
  • Partner with Third Party Events Organisation to support high-needs Events
  • Complete, and produce for stakeholder review / approval Event Approval Form and Forecast Budget prior to each Event
  • Reconcile & File Sponsorship Forms and manage subsequent financial payments through to Finance
  • Comply with Medicines Australia criteria and submit complete reporting to appropriate deadlines
  • Generate  Travel Packs incorporating Agenda, Itinerary and Supporting Documentation for issue to attendees
  • Generate P2P’s and Invoices in support of Budgets and report / file / reconcile accordingly
  • Ensure Organisational Events Calendar is updated with appropriate changes and additions
  • Participate in regular Events Meetings to ensure collaboration of activities to maintain efficiency and secure best discount


Travel Management

  • Management of company-wide Domestic and International Travel requirements
  • Confirmation of Travel requirements through use of an online management tool
  • Maintain relationship with Third Party Travel Partner, and update / modify online tool as / when appropriate
  • Work within Travel Policy, Guidelines & Standard Operating Procedures to deliver requirements within Budget and timeline
  • Manage Approval, Itinerary, Invoicing and Reconciliation processes
  • Generate and communicate accurate Reporting to appropriate stakeholders
  • Monitor Third Party agreements to ensure best price and efficiency (i.e. Air Carrier, Car Hire, Venues etc)


Project Management

  • Confidently manages numerous activities, issues, people and/or requests to exceed changing and multiple deadlines
  • Exceptional prioritisation and communication skills to manage the end-to-end delivery of solutions
  • Motivated by working with others and independently to deliver projects on time and to expectations
  • Ability to revise and communicate strategies, and changes, as required
  • Able to organise and execute processes to enable efficient work flow by way of a structured approach towards activities and projects


Administration Support

  • Demonstrated ability to proactively manage the administrative and support function to a high level of output
  • Create and maintain databases, reports and spreadsheets, support financial processes
  • Confidently manage the administration process for document, database and on-line systems in a comprehensive, proactive and accurate manner
  • Recognise the value in maintaining filing and database systems, prioritising archiving and filing as necessary
  • Deliver a high quality of work in all regards, utilising high attention to detail in all interactions
  • Enthusiastic toward work demands, embracing change and opportunities while persistently demonstrating a strong work ethic
  • Respects confidential sensitivities within the role for individuals, customers and commercial impacts,  dealing with such matters in an ethical manner


Relief Reception

  • Support relief reception and maintain a welcoming front office (responsibility co-shared across team)
  • Manage visitors to Merck Serono, issue security passes and log guests into visitors log
  • Respond to incoming calls, mail, email and fax communications



  • Work as an engaged team member to continually embrace, refine and make suggestions on process improvements to better the working environment of the Business Services team
  • Communicate in an open, transparent and professional manner, respecting individual differences, cultural and work styles
  • Actively participate as part of a dynamic and responsive structure of support management to the business ensuring effective project management and execution of business demands, both proactive and reactive
  • Attend team and company meetings as required, participating in and assisting with associated tasks



  • Facilitate positive and transparent interactions with internal customers and Third Party Providers
  • Adhere to all company Standard Operating Procedures, industry guidelines (eg Medicines Australia) and apply Merck Serono Values and Code of Conduct in daily duties activities
  • Enhance the brand value of Merck Serono as an Employer of Choice and preferred partner
  • Actively participate in the Merck Serono Performance Management Process and Personal Development Plan
  • Perform other functions and duties that may be assigned


Education/Professional Experience

  • Minimum 4 years Administrative / Customer Service / Secretarial experience within a dynamic and fast paced team environment
  • Minimum of 2 years experience in an Events & Travel management supporting role
  • Formal qualifications or relevant study in Event Management, Project Management, Marketing or Communications will be well regarded
  • Proven ability to interact as an integral part of a productive team
  • High attention to detail with demonstrated quality output
  • Experience revising, creating and devising procedures and processes
  • Exceptional communication skills, verbal, written and presentation
  • Advanced computer skills in Microsoft Office (Word, Excel and PowerPoint) essential. Additional related software, IT systems and database experience highly advantageous
  • Experience within the healthcare or pharmaceutical industry across a range of functions such as Education/Event Management, Sales, Marketing, Market Access, Business Development and/or Communications will be well regarded
  • Experience with industry guidelines, medical terminology and/or medical databases will be received favourably



  • Fluent in English



BSA - Oncology

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