Office Manager (with Document Management)

Quell Therapeutics Ltd (“Quell”), the world leader in the development of engineered T-regulatory (Treg) cell therapies for serious medical conditions driven by the immune system, announced it has raised $156 million in an oversubscribed Series B financing. The financing round was co-led by Jeito Capital, Ridgeback Capital Investments, SV Health Investors and Fidelity Management & Research Company LLC with participation from founding investor Syncona. New investors include British Patient Capital through its Future Fund: Breakthrough program, Janus Henderson Investors, Monashee Investment Management, Point72 and funds managed by Tekla Capital Management LLC

Purpose of Role:

We are actively seeking an experienced individual to fill the pivotal role of Office Manger (with Document Management). This position demands a high level of precision, office management, and the ability to manage detailed document control. The successful candidate will ensure optimising office operations to enhance overall organisational efficiency whilst also managing the seamless flow of documents but will also play a crucial role in.  Day to day, the person will ensure efficient operation of the Quell GSTT offices & Manufacturing spaces to provide a safe, compliant and productive environment for all employees, contractors and visitors, taking charge of General Administration and Office Document Control (Quality, Manufacturing, Safety, Training etc.). The role will maintain a presence across all of the GSTT Offices and Manufacturing floors acting as a point of contact for the respective teams for administrative support.

Key Responsibilities:

Administrative:

• Order and maintain office equipment, supplies and services as well as employee personnel protective equipment and manufacturing consumables, as required.
• Negotiate corporate rates for office suppliers, service providers and local companies providing catering or accommodation for Quell employees and visitors across the sites
• Process relevant purchase orders, invoices and delivery notes using the My Amici system and keep local financial records up to date to support month and quarter-end reporting
• Coordinate with local suppliers and Quell Accounts Payable functions for orders, deliveries and relevant documentation
• Provide onboarding support to new hires by generating training manuals for staff and coordinating training sessions within GSTT, CGT Catapult and external providers, ensuring that training files are keep contemporaneous. 
• Maintain a tracker to demonstrate training status across the team and highlight areas requiring action
• Coordinate with GSTT, Runway East, Quell Stevenage Sites and CGTC for site visitors, external and Quell employees, to meet all site procedures and documentation requirements
• Be the point of contact between White City and GSTT office
• Plan, organise and schedule meetings for Quell management and teams, both internally and externally when required
• Spearhead office administrative functions, optimising processes for increased efficiency
• Act as a liaison between department heads, ensuring effective communication and coordination.
• Develop and implement process to streamline administrative workflows.  

Collaboration and Communication:

• Facilitate cross-departmental collaboration to ensure accurate and timely document exchange
• Regularly communicate document control strategies, open actions and updates to relevant stakeholder
• Collaborate with teams to integrate document control and office administration in line with current systems throughout GSTT administration.
• Set up and maintain action tracker metrics for the GSTT teams to demonstrate control of the process and ensure activities are followed up by maintaining and updating an actions tracker across the GSTT teams
• Collaborate with Quell colleagues on shipments on non-GMP materials, supplies, IT equipment and other items sent to the GSTT Offices when required

Information Management:

• Oversee the creation, classification, retrieval, and disposal of documents throughout their lifecycle
• Implement document management and control systems to enhance accessibility and traceability
• Implement continuous improvement initiatives in the areas of document control
• Develop and implement robust document control policies, ensuring alignment with Quell requirements and industry standards
• Implement and oversee a rigorous quality assurance program for all documents utilizing and ensuring Q-Pulse is maintained and up to date
• Ensure compliance with industry-specific standards, regulatory and quality requirements, and organizational policies
•  Address compliance issues promptly and implement corrective measures

Experience:

• Demonstrate strong progressive experience in office administration and comfortable in a fast paced small company environment with minimal direction
• Financial acumen in managing accounts, ordering materials and supplies and handling and processing invoices
• Advanced proficiency in document management software and Microsoft Office Suite
• Strong analytical and problem-solving skills
• Exceptional communication and organisational abilities
• Ability to influence and collaborate with stakeholders at various levels.
• Able to work collaboratively within a team, supporting one another and held accountable for project deliverables.
• Personal drive and goal orientation.
• Detail-orientated and accurate.
• Professional and personable communication skills.
• Driven to solve problems pragmatically.
• Demonstrates strong organisational and prioritisation skills to manage a diverse workload.
• Excellent working attitude, reliability, and flexibility.
• Desire to work with integrity and act as an ambassador for Quell and the wider business.