PCS Project Manager

About the role

Be responsible for the day-to-day oversight and close out of allocated patient concierge projects and to liaise with the PCS Coordination team, Finance, and IT, delivering the project until completion in accordance with the appropriate clinical SOPs, GCP and all applicable regulatory requirements.

Responsibilities

• Serve as the first point of contact for CRO and sponsor clients, project issues, heads of trial sites, vendors, and Illingworth business units and functions, liaising with the AD PCS and Senior Director of PCS for issue management and resolution.
• Attend project handover meetings from GPSU and kick-off meetings where necessary with clients, gaining an understanding of the study indication, patient demographic, project budget, PCS deliverables and timelines.
• Provide project-specific training to the PCS coordinators assigned to the team and oversee their project work.
• Work with the PCS Concierge Coordinators to arrange the set-up of the trial environment within the PatientGO portal.
• Lead the process of document creation and translation for site- and ethics-ready patient-facing material, in conjunction with the global start-up team.
• Guide the client on Travel and Expense Reimbursement Policy set-up and management, aiming to minimise patient burden and maximise retention.
• Develop a clear understanding of the study budget and its scope, managing it to completion and reconciliation.
• Prepare accurate financial and activity forecasts for the lifetime of the project and report actual performance against forecast.
• Prepare monthly invoices based on project activity.
• Identify changes in scope and seek client approval for change orders.
• Manage external vendors providing services to the project, ensuring they meet Service Level Agreements and other contractual agreements.
• Conduct monthly project reviews and report progress, identifying achievements and issues with overall study progress, finances, client relationships, project risks, resources, and vendors.
• Attend project review meetings as required and escalate issues to Senior Management.
• Generate opportunities for collaboration with Illingworth’s Research Nursing and Medical Imaging divisions to deliver holistic solutions for clients and their patients.
• Stay informed on the requirements of the role, the industry, and challenges faced by patients and clients across the therapeutic areas PCS supports, identifying personal development opportunities and training needs for self and colleagues.
• Maintain and share knowledge of all relevant guidance, regulations, and procedures with other PCS team members to ensure best practice.
• Work with the PCS PCC team to set up and distribute expense reimbursement materials and patient welcome packs and lead the creation of new content where necessary.
• Maintain effective project-related communications between other Illingworth business units, clients, clinical trial sites, and vendors to ensure excellent relationships and keep all parties updated on project progress, including sending invitations, leading meetings, and distributing timely notes.
• When collaborating with IRG’s Research Nursing (RN) division, coordinate with RN Project Leads to ensure a joined-up approach for the client.
• Review and approve project timesheets, comparing work completed against visit trackers and budget allowances, requesting corrections where required.
• Participate in face-to-face client and vendor meetings, which may require travel both home and abroad.
• Work with the Director of Patient Concierge Services and Business Development to develop and grow the service and team.
• Retain the lead while working closely with the PCS Commercial Manager to ensure all change orders are executed in a timely and efficient manner.
• Ensure assigned projects’ centrally stored oversight trackers are complete and up to date to meet business continuity requirements.