Medical Admin jobs in Centurion, Gauteng 0172

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Reporting to: Medical Director.

Reporting Structure:

Direct Reports:

• None.

Functional Support:

• Provides administrative support to the Group Medical Affairs team and administrative and pharmacovigilance support to the Group Medicines Safety team within Drug Management and Development (DMD).

Job Purpose:

The DMD Associate and Executive Assistant provides executive and administrative support to the Medical Director and coordinates the administration of the Drug Management and Development (DMD) division, including meetings, projects, procurement and events. The role supports the Group Medical Affairs and Group Medicines Safety functions through Quality Management System document control, training administration, Patient Safety Programme administration and the management of pharmacopoeia access across Adcock Ingram sites.

The incumbent also performs medical information/pharmacovigilance case processing activities, ensuring that requests for medical information, adverse events and other safety information on Adcock Ingram and Contractual Partner products are processed, reported, reconciled and filed accurately and within regulatory and contractual timelines, in line with approved SOPs, Safety Data Exchange Agreements (SDEAs) and applicable health authority requirements.

Key Job Outputs:

Executive Support to the Medical Director:

• Provide administrative support to the Medical Director, including diary management and the scheduling of Divisional, Leadership and GMP Forum meetings.
• Prepare meeting agendas, take minutes, capture actions and follow up on their completion.
• Arrange conference bookings, travel and catering for corporate events, liaising with event agents timeously to manage bookings efficiently.

Project Coordination:

• Assist the Medical Director with the administrative aspects of coordinating and managing DMD projects, monitoring milestone deliverables using project management software.
• Participate in divisional, leadership, GMP Forum and line project office meetings, providing project updates (e.g. project timelines).

  Procurement and Financial Administration:

• Generate DMD departmental purchase orders on the Oracle system, including as back-up during the absence of designated personnel.

• Liaise with vendors and the Finance department regarding payment processes, and maintain oversight of the information centre, contracts and fees.

  Quality Management System and Document Control:

• Format SOPs and ADCR documents, circulate documents for signature and manage the SOP tracking matrix.
• Document, file and archive Group Medical Affairs and Group Medicines Safety documentation.

  Training Administration (Training Officer):

• Ensure Individual Training Plans, job descriptions and curricula vitae are kept up to date.
• Maintain the training database register and track completed training in line with SOP GQA-022, ensuring all employees are trained in accordance with their Individual Training Plans.
• Update the signature record register when an employee joins, resigns or changes name.

Group Medical Affairs/Group Medicines Safety Support:

• Provide administrative support to Patient Safety Programmes by registering doctors, pharmacists, pharmacies and patients, and approving the dispensing of medication upon successful application.
• Manage Adcock Ingram’s British Pharmacopoeia and United States Pharmacopeia subscriptions, controlling user access for the Wadeville, Clayville and AICC sites.
• Process medical information queries/individual case safety reports (ICSRs) for Adcock Ingram products, or on the internal data-entry system for Contractual Partner products.
• Submit medical information queries/ICSRs and other applicable reports to Contractual Partners and health authorities within the timelines stipulated in the SDEAs and relevant guidelines.
• Respond to medical information queries from Adcock Ingram business units, third-party contractors, health authorities, healthcare professionals, patients and customers.
• Perform medical information/adverse event reconciliations with Customer Care, Marketing Agencies, Medical Affairs, Customer Complaints (GQA) and Contractual Partners.

  Audit Readiness and Compliance:

• Assist with preparation and readiness activities for internal and external audits and inspections.

• Comply with all relevant SOPs and company policies, and participate in required training.

Core Competencies:

Technical:

• Pharmacovigilance case processing and ICSR reporting; Oracle Argus safety database.
• Good Pharmacovigilance Practice (GVP), SAHPRA pharmacovigilance requirements and Safety Data Exchange Agreements.
• GxP documentation, Quality Management System document control and SOP management.
• Training administration and training record management.
• Oracle purchasing and procurement administration.
• Microsoft Office (advanced Excel), SharePoint and project management software.
• Minute taking, business writing and records management.

Behavioural:

• Planning and Organising: Ability to manage multiple priorities, deadlines and stakeholders in a fast-paced executive office.
• Attention to Detail and Accuracy: Precision in safety data, documentation and records, with consistent adherence to timelines.
• Discretion and Integrity: Ability to handle confidential executive, personal and safety information with professionalism.
• Communication and Stakeholder Management: Clear written and verbal communication with executives, colleagues, partners, healthcare professionals and the public.
• Initiative and Problem Solving: Proactive in anticipating needs, following up on actions and resolving issues.
• Compliance Orientation: Commitment to working in line with SOPs, regulatory requirements and company values.
• Teamwork and Adaptability: Ability to work collaboratively across functions and adapt to changing priorities.

Qualifications:

• Bachelor’s degree in Health Sciences, Life Sciences (e.g. BHSc, BSc or B.Pharm).
• Honours degree in Pharmacology, Chemistry or a related discipline preferred.

Experience:

• A minimum of two (2) years’ experience in the pharmaceutical industry, preferably within Medical Affairs, Pharmacovigilance or a Regulatory/Quality environment.
• Experience in pharmacovigilance case processing, including individual case safety report (ICSR) processing and submission. Experience with Oracle Argus will be advantageous.
• Experience in providing executive or administrative support to a senior executive, including meeting management, minute taking and project coordination, preferred.
• Working knowledge of Good Pharmacovigilance Practice (GVP), SAHPRA pharmacovigilance requirements and Safety Data Exchange Agreements.
• Experience in GxP document control, SOP management and training records within a Quality Management System.
• Proficiency in Microsoft Office (advanced Excel), SharePoint and project management software. Experience in generating purchase orders on Oracle will be advantageous.
• This role requires a high level of discretion, confidentiality and collaboration both within and outside the organisation

***Advert Closing Date is 16 November 2026***