Associate Director, Document Management

Location: Warsaw, Poland
Hybrid model of work: 3 days in office, 2 remote per week

TheAssociateDirector, Document Managementis a member of the Business Process Management and Optimisation (BPMO) Document Managers team, and is responsible for quality, control, security, accessibility, development and timely delivery of process related documents for the clinical business processes owned by BPMO, in adherence to R&D process management requirements.

On “Business as Usual” (BAU) the Associate Director, Document Management will support several business process areas and as such will work closely with the Business Process Owners accountable for those process areas in day to day maintenance of the process area, including but not limited to authoring of documents, trainings, managing reviews and communication, applying lean methodologies and seeking for continuous improvement, including automation and AI usage in documents management.

As part of this role Associate Director, Document Management will be responsible for managing process toolkits within R&D Process Portal. In addition, may handle expanded responsibility of acting as a business lead to maintain and develop the R&D Process Portal. It will include working closely with Document Management System team to ensure that the processes/standards are adhered to and provide feedback to the Quality team following issue analysis arising from the BPMO process management.

Associate Director, Document Management will work on developing and applying improvements within process documents managed by BPMO utilizing lean methodologies and technical features of MS Office package as well as looking for enhancements for central templates owned by R&D and utilized by BPMO.

Role will act as a champion for process and document management excellence, and role model adherence to the business process framework.

As required, will act as a mentor for other BPMO colleagues in document management related areas and lead onboarding of new team members.

As required, will work closely with IT team to facilitate the smooth operation of the document management system.

As part of this role additional responsibility can be assigned in relation to operational maintenance and administration of BPMO used tools in process management.

Business Document Management:

• Develop and maintain process related documentation (mandatory, best practice and training) in adherence to R&D standards within an assigned process area as per agreement with Business Process Owner
• Maintain assigned process area toolkit(s) and relevant tools (for example MS teams channels)
• Manage process related questions in relevant process ticketing system
• Participate and engage in process network or appropriate forums to encourage best practices
• Participate and support business transformation/improvement projects
• Drive adherence to managing procedural documents process in daily work
• Manage continuous improvement and change
• Facilitate sharing of good practice and learning within function and cross functionally
• Identify issues and risks, escalate as required through appropriate governance forums
• Manage links with related processes, drive documentation impact assessment in case of a change

Essential

• Bachelor’s Degree in an appropriate discipline or equivalent experience
• Experience within a pharmaceutical or clinical background
• Solid knowledge of ICH GCP, understanding of clinical trials
• Proven ability of working with multiple documents on global/local level (creation, revision, maintenance) up to the standards
• Above-average spelling, punctuation, and grammar
• Advanced experience with Microsoft Word (utilizing keyboard shortcuts, building templates using Developer tab, creating macros, customizing Styles and a Table of Contents)
• Advanced usage of Microsoft Excel needed to build spreadsheets, tables, formulas
• Proven ability to learn and adapt to work with IT systems
• Advanced level of business process knowledge
• Demonstrated project management skills and proven skills to deliver to time, cost, and quality under pressure
• Proven ability to manage process(es) or being and end user of a process
• Proven ability in communication both orally and in writing on a global level
• Demonstrated presentation, knowledge transfer (mentoring), collaboration, problem solving, conflict management and interpersonal skills
• Proven/successful stakeholder management
• Experience in working successfully and collaboratively within own team as well as cross-functionally
• Ability to work in a matrix environment
• Ability to adapt to dynamic work schedule and changing priorities

Desirable

• Experience as a process owner in clinical process management
• Experience in managing systems/tools as a system owner/project manager
• Knowledge of business process management tools and lean methodologies
• Experience of utilizing standard process improvement methodologies (e.g., Lean Six Sigma) to identify root causes of process issues and identify areas of process improvement
• Demonstrated ability to lead and manage through change, and see change as an opportunity to improve performance and add value to the business

Date Posted

Closing Date

AstraZeneca embraces diversity and equality of opportunity.  We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills.  We believe that the more inclusive we are, the better our work will be.  We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics.  We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.