Calyx
Records Management Associate
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We’re on a mission to change the future of clinical research
At Perceptive, we help the biopharmaceutical industry bring medical treatments to the market, faster.
Our mission is to change the world but to do this, we need people like you.
What can we offer you?
Apart from job satisfaction, we can offer you:
YOURSELF
- 25 days’ holiday (with the option to buy more)
HEALTH
- Health Cash Plan
- Optional private health, dental insurance, and health screens
- Cycle to work scheme
WEALTH
- Generous pension scheme with up to 10% employer contribution
- Life assurance
- Season ticket loan
About the role
Job Purpose
As Records Management Associate you'll form part of our small but highly specialised team providing end-to-end records management services for Perceptive operations around the globe, managing assigned project specific documentation for Clients and other external bodies.
You'll support routine records management and archiving activities under the guidance of experienced team members, assisting with the handling, tracking, storage, retrieval and preparation of records in line with established procedures and regulatory expectations. You'll also be called upon to provide administrative and operational support to help ensure records are maintained accurately and are available when required.
Initially offered on a 2 year fixed-term basis, this role has excellent prospects of becoming permanent.
Key Accountabilities
Records Management Administration
- Complete assigned routine organisation, filing, tracking, and archiving of study-related records using defined procedures and checklists.
- Provide administrative assistance to support requests received from study teams, including locating, preparing, and updating records.
- Prepare document packages for archiving using agreed checklists and templates.
- Learns records management processes.
- Support physical records processes, including boxing, labelling, retrieval, return, and routine inventory updates.
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Documentation and Compliance
- Support scanning, indexing, uploading, and filing of documents in accordance with established instructions.
- Gather and prepare requested documentation under direction of a Specialist or manager during audits and inspections, escalating gaps or unclear requests.
- Maintain routine tracking logs, inventories, and central files to support accurate record keeping.
- Complete routine storage-area checks, including recording environmental readings where required.
Client and Inspection Support
- Assist with restoration, retrieval, and document access requests by following agreed processes.
- Provide administrative support during audits, inspections, or client requests by helping gather and organise required records.
- Escalate urgent, complex, or non-routine requests to a Specialist or manager for review and direction.
Team Support and Continuous Improvement
- Work collaboratively with records management colleagues and study teams to complete assigned tasks accurately and on time.
- Identify simple process issues or improvement suggestions and raise them with a Specialist or manager.
Functional Competencies (Technical knowledge/Skills)
- Willingness to learn records management requirements applicable to clinical research and related business activities.
- Good written and verbal communication skills, with the ability to follow instructions and ask for clarification where needed.
- Practical, proactive and methodical, excellent attention to detail and a positive, self-motivated attitude.
- Client focused approach to work.
- A flexible attitude with respect to work assignments and new learning.
- Ability to organise assigned tasks and manage routine workload with guidance where needed.
- Willingness to work in a matrix environment and to value the importance of teamwork.
- Basic awareness of records management principles, with willingness to develop knowledge through training and practical experience.
- Basic awareness of quality and compliance requirements within a regulated or document-controlled environment preferred.
- Ability to follow established processes and work instructions accurately.
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Behaviour Competencies
- Accountability
- Adaptability
- Customer focus
- Robust
- Decision making
- Time management
- Willingness to learn
- Results orientation
Experience, Education and Certifications
- Previous experience in an administrative, records management, document control, archive, or business support environment preferred.
- Experience maintaining files, records, trackers, or documentation preferred.
- Experience using standard Microsoft Office applications and maintaining accurate trackers or logs preferred.
- Awareness of Good Data Recording Practice preferred.
- Demonstrable, basic awareness of data protection and confidentiality requirements preferred.
- Proven experience and capability in administrative tasks.
- Awareness of regulated clinical trial or GxP environments preferred.
- GCSE / Level 2 qualification (Grade 4 or above) English, Maths, IT or equivalent suitable experience
- English: Fluent
We appreciate your interest but we are unable to consider applications from candidates who have previously applied for this role. Thank you.
Come as you are.
We're proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, colour, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
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