Project Coordinator

Role Summary

• Responsibilities: You will oversee a range of administrative, coordination, and scientific tasks related to client projects, as well as contribute to company and team initiatives
• Salary: £35,000 per annum
• Benefits: Discretionary profit share bonuses paid twice per year, hybrid and flexible working options, generous holiday allowance, private medical insurance, critical illness cover, income protection, full funding for external training and more
• Role Type: Full-time, permanent role
• Start Date: We are currently recruiting for start dates in summer 2025, including July and August, and you will be asked to state your availability on your application form
• Application Deadlines: Whilst there are no set application deadlines, we strongly recommend applying as early as possible. The role will close when a suitable candidate is found
• Location: This role is available in our Global Headquarters in Cambridge, as well as our London, Manchester, and Bristol offices

About the Role

In this role, you will support our scientific project teams with administrative, coordination, and scientific tasks. In a typical week, you will oversee the delivery of scientific work to our clients, identifying and implementing process improvements and enhancing quality and efficiency within the team and company. You will primarily work on Publications projects, with opportunities to contribute to other Medical Communications project types.

Key responsibilities will include:

• Formatting, consistency, and general quality control review of scientific documents, including reports, slide sets, manuscripts, abstracts, and posters
• Assisting Project Managers with client and healthcare professional communication on multi-component projects, as well as the production of progress reports and summaries that enhance the level of customer service delivered
• Coordinating logistics and providing project support for both in-person and virtual events and meetings, for example congresses, symposiums, and advisory boards
• Day-to-day coordination of the project team and monitoring of project timelines, in collaboration with the project manager
• Scheduling meetings, recording minutes, and coordinating their distribution
• Assisting the team with the development of planning tools to optimise its productivity and cross-collaboration with other teams
• Supporting the accurate referencing of scientific materials, including preparing reference packs
• Screening records for relevance to research questions and extracting data from relevant publications
• Liaising with our Creative team on the development of figures and other visuals to be included in reports
• Supporting the development of client proposals and tracking those sent and responded to
• Management of project compliance, which includes completing compliance training, preparation of project compliance documentation, liaising with client compliance teams, and acting as the internal point of contact for all compliance-related queries
• Liaising with external suppliers, such as translation agencies, digital and marketing agencies, and other consultancies, to facilitate seamless project delivery
• Ownership of tasks in our project management system to support the correct budgeting and invoicing of projects
• Helping our Analysts and Medical Writers translate project methods and results into engaging reports and slide decks
• Reformatting scientific documents to ensure adherence to client requirements and/or relevant submission guidelines
• Helping project teams keep abreast of the latest potentially relevant sources of information and industry guidelines to inform their project work, as well as keeping all internal resources up to date
• Organising monthly team meetings and other internal activities

Hybrid Working Policy: We believe that having face-to-face time in the office holds many benefits and is central to ensuring that the community we have created, where people have a workplace they belong to and feel part of, is never lost. At the same time, we recognise that homeworking can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments.

Therefore, we offer flexible working arrangements that allow our colleagues who have passed probation to work from home up to half their time, measured across a 2-week rolling period. During your probationary period (normally the first 6 months of the role), you will be able to work from home 1 day per week.

What is the Difference Between the Project Coordinator and the Analyst/Medical Writer Roles?

While Analysts, Medical Writers, and Project Coordinators share a similar level of responsibilities, their roles differ significantly in terms of daily duties.

Analysts and Medical Writers conduct detailed analyses of scientific data to create a variety of materials that are presented to, and used by, our clients. On the other hand, Project Coordinators use their scientific knowledge to offer project management and administrative support to project teams, enabling the timely delivery of high-quality work. Additionally, Project Coordinators work with senior colleagues in their team to carry out internal administrative tasks, suggesting improvements and working to maximise efficiency.

A Day in the Life of a Project Coordinator

Learn more about a typical day in the life of a Project Coordinator at Costello Medical:: https://www.costellomedical.com/careers/working-at-costello-medical/day-in-the-life-project-coordinator/

Career Profile

To learn more about the personal and professional development opportunities at Costello Medical, explore first-hand career profiles from our colleagues about their experiences with the company: https://www.costellomedical.com/careers/working-at-costello-medical/

About Costello Medical

Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access, and health economic and outcomes research. We work with a wide range of clients, including the industry’s most successful pharmaceutical and medical technology companies, patient and public health bodies, and charitable organisations. We have been listed in the Top 100 Best Companies to Work For list since 2017 and were proud to receive B Corporation accreditation in 2022. Learn more about us, our work, and our mission on our website: https://www.costellomedical.com/

About You

Essential requirements for the role are:

• A degree-level or equivalent qualification in a scientific discipline (minimum 2.1 or equivalent). Postgraduate qualifications would be an advantage, but they are not an essential requirement for the role. We welcome applications from candidates with a diverse range of specialisms, including but not limited to; Biology, Chemistry, Pharmacy, Biomedical Sciences, Global Health, Epidemiology, Biochemistry, and Medicine
• A flair for, and attention to, detail
• Exceptional written English, which you will use in client work, email communication, and internal messaging
• Effective verbal communication skills, which you will use when working with colleagues and clients
• The ability to tailor your communication style to a variety of audiences, including healthcare professionals, patient groups, suppliers, clients, non-scientific colleagues, and governmental bodies
• Self-motivation and enthusiasm, with a genuine interest in healthcare and an eagerness to learn about new areas of science
• Excellent organisational skills and a passion for maintaining high levels of organisation across tasks and processes
• The ability to respond to conflicting deadlines, work independently, and self-manage your time
• The self-awareness to reflect on your own performance, alongside a willingness to take ownership of your work and the development of your career
• A commitment to delivering excellent customer service, both to external clients and internal colleagues
• A desire and aptitude for collaborative working across project teams, sharing your knowledge with others to promote the attainment of a common objective, and working together to overcome obstacles
• A “can do” approach, and the initiative, positivity, and creativity required to continually improve the service we offer
• Integrity, honesty, and transparency in your interactions with colleagues and stakeholders
• A good knowledge of Microsoft Office

Joining Costello Medical from Academia

At Costello Medical, we warmly welcome applicants from academia who are looking to transitioning into a role within a commercial, industry-based setting. We understand the unique perspectives and valuable skills that academic professionals bring to our team. To support your career change, we offer comprehensive training, mentorship programs, and a work culture that fosters collaboration, growth and innovation. We are committed to facilitating a smooth transition and helping you thrive in an industry-based setting.

Many of our team members have successfully made this transition, and they share how their expertise has been transformed into fulfilling, impactful careers with us: https://www.costellomedical.com/careers/working-at-costello-medical/joining-from-academia/

What We Offer

Alongside our award-winning company culture, where every team member is celebrated, respected, and has their voice heard, we are proud to offer a comprehensive benefits package that includes:

• A starting salary of £35,000, as well as a discretionary profit share bonus paid twice per year. Please note that we have established salary bands to ensure a fair and consistent approach for all applicants, eliminating the need for individual negotiations
• 25 days’ annual leave plus bank and public holidays, as well as a holiday buy and sell scheme
• Flexible working hours and the chance to work from home for up to half of your working time after passing probation
• Flexible benefits scheme offering cash payments, additional pension contributions and more
• Private Medical Insurance which offers comprehensive cover on a “medical history disregard” basis
• Paid study leave and funding for external qualifications
• Critical Illness Cover, Income Protection and Life Assurance
• Paid and unpaid sabbaticals based on length of service

Learn more about our full reward package and the other benefits of working for Costello Medical: https://www.costellomedical.com/careers/benefits-package-in-the-uk/

The Application Process

You are required to submit your CV and a cover letter via our online application form. In your cover letter, you must explain why you think you would be suited to the role and why you would like to join Costello Medical, with examples to support both. Your CV should clearly state the dates of all qualifications and grades achieved where applicable.

Our recruitment process includes two short assessments for you to complete in your own time, followed by a telephone or video interview with a member of our Talent Acquisition team​. If successful, you will be invited to an interview. Our standard recruitment process lasts around 1 month, however this can be adapted if necessary.

As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide: https://www.costellomedical.com/reasonable-adjustments/

Please note that, whilst we embrace AI to innovate and improve processes, your role may involve confidential data that cannot be uploaded to AI. Therefore, it is important for us to assess your own skills and abilities, so we recommend that you do not rely solely on this technology to generate any application materials.

Visa Sponsorship

Due to the Skilled Worker visa regulations, you will only be eligible for visa sponsorship if you meet at least one of the following criteria:

• You are classified as a New Entrant. This means you are under the age of 26, currently studying in the UK or a recent graduate in the UK (Please read more about the New Entrant criteria: https://www.gov.uk/government/publications/skilled-worker-visa-caseworker-guidance/skilled-worker-caseworker-guidance-accessible#bookmark63)
• You have a PhD in a STEM subject

You will be asked to provide details of your right to work in the UK within your application, which will be used to help assess your eligibility for visa sponsorship.

Please check the following link to read more about the criteria on the UK government website: https://www.gov.uk/skilled-worker-visa/when-you-can-be-paid-less. Please contact recruitment@costellomedical.com should you have any questions.