Business Process Partner - Office and Operations

• Enabling the business to maximize productivity by simplifying collaboration and connection between business units & functions.
• Achieving individual goals and objectives as well as working within the larger BPP team.
• As a pool of BPP you will flex across customer groups to collectively support the team
• All BPP’s will be required to gain proficiency across all systems and processes to support the various customer groups and wider BPP team.
• Horizontal Specialism - Office management, Corporate Social Responsibility (CSR) committee member, internal communications, digital and system support including roll out of software from global, company travel and project management.

• Maintain relationships with key stakeholders to ensure partnership in communication and pursue opportunities for collaboration.
• Collaborate with other members of the BPP team to provide seamless support for the business
• Communicate across business units & functions to ensure consistent & compliant processes are maintained

• Drive continuous improvement for office management
• Be the Australian affiliate process super user to consolidate change requests and deploy process improvements across the business.
• Take responsibility for general office management to ensure the smooth running of the business.

• e.g. building/office maintenance (including managing external suppliers for office related matters, i.e. cleaners, building mgt)
• office based events (in collaboration with the BPP team)
• Maintain a high standard of filing, tracking & archiving for relevant general business documentation.
• All BPP’s will take shared ownership for managing the company storage units and ensuring documents required to be archived (and destroyed) are done so according to regulation requirements.
• Organise catering for internal company meetings
• Assist in EOY celebrations for ANZ affiliate.
• Stock control (including ordering) of stationary, couriers and kitchen supplies.
• Answering phones (average of 4 calls per day)
• Be the go-to person on building management. Plan, manage and lead quarterly meetings to discuss ongoing contract/ building issues, etc with support if required from the Finance Director.
• Manage Ipsen appointed cleaners, including quarterly meetings
• Conduct Office Induction for all new employees, including IT Hardware, office, etc.
• Coordinate & process purchase orders and monthly reconciliation for related costs such as events, catering etc.

• Supporting the Onboarding program for new starters to ensure a positive induction experience including day one
• Provide support for the buddy program ensuring new starters receive support

• Provide logistical and expert support on Company Events to assist with company business meetings, which may include sourcing venues, accommodation, catering and other ad-hoc event tasks

• Support the coordination of people engagement activities and initiatives in concert with HR including coordination of activities such as health checks and influenza vaccinations.

• Be a subject matter for Purchase to Pay including the introduction of the new Polaris project (Ariba S4/Hana)
• Provide business support for Regulatory Affairs, Quality, Communications and Finance

• Support the planning and execution of CSR events and activities
• Work cross function on Generation Ipsen Pillars with the ANZ team
• Role model CSR in all daily business activities

• Assist on internal company communications with EA
• Provide regular communication to the ANZ team where required.
• Support the ongoing back-end-management of the Ipsen Australia intranet.
• Coordinate subscriptions for employees, ensuring starters and leavers access to corporate subscriptions is managed. (e.g. Pharma In Focus, Med News)
• Support and manage as required Company Meetings and internal stakeholder management required to support company-wide meetings.

• Support the roll out of new software or system updates along with BPP team
• Overall responsibility to work with OSS (On site Service) to ensure system set-up for new starters and asset recovery for leavers:

• liaise with managers for new starter equipment set up and correct allocation of asset
• liaise with managers regarding asset handover and signing of agreement
• IT Induction for new starters including building app and My Ipsen Workplace App set up and training
• Liaise and manage existing staff asset updates or repair of asset
• Support the introduction of new digital ways of working
• Attend fortnightly IT meetings with APAC IT lead and Service Now Team Leader
• Manage OSS regarding the management of the IT Asset Register including liaison with Finance
• Coordinate bi-annual whole company equipment audit

• Key contact for company appointed travel agency
• Assist with general queries and support relating to Concur for flights, accommodation and car hire
• Assist with Concur booking queries/complaints with support of Finance Director
• Liaison regarding hotel corporate rates
• Attend quarterly meetings with travel agent for service level report and check-in
• Manage monthly company airline credits

• Lead ad hoc projects for the organization as identified (i.e. – training for roll out PowerApps, various IT system rollouts, archiving governance updates, office refurbishment, etc)
• Lead and coordinate continual improvement initiatives

• At least 5 years’ Office Management experience within a commercial or pharmaceutical organisation
• 3 plus years Project/Event Management experience in a professional/corporate environment
• Experience in providing administrative support to a large team
• Have worked with management at all levels
• Agile minded with collaborative approach
• Ability to learn quickly, lead process and be proactive

Ipsen