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Database Manager

Key roles and responsibilities

  • Be accountable for managing client databases and other standard document review and approval tools including, but not limited to, Datavision, Veeva, PubStrat, and iEnvision platforms, in accordance with our client’s compliance requirements and processes.  This will involve:
    • Accurately adhering to client protocols for the management and maintenance of database records, using the software tools provided.
    • Accurately marking up, uploading, and downloading information regarding ongoing projects from various client databases.
    • Distributing materials via the client databases for review and approval, and sending reminders as required.
    • Proactively forwarding information from the databases to relevant contacts both internally and externally, in line with pre-agreed timings.
    • Ensuring that all relevant internal and external processes are adhered to in relation to the development, maintenance, and management of these databases/tools.
    • Keeping track of published/presented database records, this may be months after the congress/journal publication, to ensure the final version is uploaded to all relevant sites.
    • Generating reports from the databases as required.
    • Attending status meetings and maintaining regular contact with internal teams.
    • Managing and maintaining project-level trackers as required.
    • Ensuring compliance with processes and best practice regarding GDPR when handling and processing data.
    • Maintaining transfer of value records, where required, in accordance with client requirements under the US Physician Payments Sunshine Act or similar laws/regulations.
  • With support from more senior members of the Database Management Team as necessary, be responsible for setting up various client databases (e.g., for Publication teams and Medical Affairs teams) in accordance with our clients’ compliance requirements and processes.
  • Update the relevant account status tracker as appropriate, including taking responsibility for amending timelines after discussions with the relevant account team, removing projects that have been cancelled, and marking projects as submitted/complete.
  • Be responsible for identifying development needs within account teams or the wider Aspire team, and assist in the development and provision of training within account team(s) and the company on the use of databases.
  • Be responsible for creating and applying processes, and updating account teams about the new processes.
  • When other members of the Database Management Team are on leave or otherwise unavailable, cover their account databases to ensure consistency of service for our client account teams.
  • Similarly, when they have capacity, Database Managers should volunteer their time to support other members of the Database Management Team (or other teams, as appropriate (e.g., editorial services).
  • Be responsible for communicating with account teams to ensure that briefs for projects the Database Manager is working on are properly understood, timelines are appropriate, and deadlines are realistic.
  • With support from the Senior Database Manager(s), communicate with account leads to establish when projects are likely to be ready for the Database Management Team, and to inform account teams leads about busy periods when the Database Management Team may be unavailable to take on work.
  • Where appropriate, assist account teams in building budgets and timelines for client projects, with support from more senior members of the Database Management Team or the wider team.
  • Assist the Senior Database Manager(s) with resourcing, if required. This may involve contacting account leads to clarify likely future workload, communicating with writers about delayed projects, and assessing the current and future workload of more junior members of the team.
  • Keep up to date on developments with existing and new databases within the pharmaceutical/medical communications industries and, where relevant, update the rest of the Database Management Team, and the wider Aspire Team.
  • Complete all mandatory and recommended training, including any training listed in the Database Manager curriculum.
  • Follow company procedures with respect to administrative and project-related tasks. To include, but not limited to, daily completion of Toggl timesheets and timely and accurate file housekeeping.
  • Liaise with clients, healthcare professionals, contractors, and any other relevant third parties in a professional, courteous, and efficient manner.
  • During day-to-day work and internal and external interactions, consider and promote adherence to our vision and values.

Aspire Scientific: Vision and Values

Culture

  • We care for our team by fostering a people-first culture of trust, transparency, and flexibility that actively encourages a healthy and sustainable work–life balance.

Talent

  • We recruit, invest in, and retain outstanding people. We provide the resources and ongoing training and development opportunities to nurture talented, stable teams who excel at what they do.

Excellence

  • We develop successful client partnerships through excellence in medical writing and communication, underpinned by therapy area knowledge, industry expertise and a commitment to best practices.