Administrative Recepcionist
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Job Summary
The Vall Hebron Institute of Research (VHIR) is offering a position for a Receptionist within the Clinical Trials Operations Unit. The role will be based at the Mediterrània Building providing front-desk and operational support to the Clinical Research Office located within the same facility.
Provide front-desk and operational support to staff at the Institut de Recerca de Vall dHebron (VHIR) including internal courier services and general assistance tasks.
Ensure compliance with internal regulations related to the proper functioning and security of VHIR buildings by:
Conducting daily facility inspections and following established alarm protocols when required.
Monitoring and controlling building access.
Managing access for external personnel.
Overseeing internal mail distribution.
Transporting samples documents and materials between Campus buildings as needed.
Receiving registering and distributing parcels and deliveries.
Manage incoming and outgoing correspondence and shipments for the Clinical Research area ensuring accurate verification logging and delivery to recipients.
Coordinate workspace reservations and welcome external professionals (e.g. monitors auditors CRAs) confirming bookings assigning desks and issuing access cards in accordance with established procedures.
Address and resolve incidents related to space reservations in coordination with the Clinical Trials Operations Unit.
Report technical or facility-related issues (IT access systems maintenance cleaning alarms equipment) to the appropriate departments and follow up as needed.
Oversee office supply stock control for the Clinical Research Facilities and process replenishment requests according to internal procedures.
Support the administration of the ASSCLI monitoring platform including user registrations and incident management.
Perform all assigned duties in accordance with established procedures and the Units Quality Management System contributing to continuous improvement initiatives within the area of responsibility.
Provide support with travel arrangements expense reports room bookings as well as managing the area directors agenda.
A-levels / General Certificate of Education / Upper Secondary Education (Batxillerat)
Professional fluency in Catalan Spanish and English
Minimum of 2 years proven experience in customer service and front-desk/reception roles preferably in healthcare research academic or corporate environments with high daily foot traffic.
Demonstrated experience interacting professionally with internal staff external visitors and service providers.
Basic knowledge of office software (Microsoft Office or equivalent) including email management calendars spreadsheets and data entry.
Ability to manage multiple tasks simultaneously with accuracy and attention to detail.
Strong sense of responsibility discretion and commitment to confidentiality.
Good organisational skills and the ability to work autonomously within established procedures.
Previous experience as a receptionist in a research institute hospital or similar institution.
Knowledge of internal logistics processes including mail handling courier coordination and shipment tracking.
Experience managing workspace reservations and supporting external professionals such as monitors auditors and Clinical Research Associates (CRAs).
Familiarity with quality management systems and regulated environments (e.g. clinical research settings).
Competencies in teamwork clear and professional communication proactivity adaptability problem-solving and strong customer-service orientation.
Ability to handle incidents calmly and efficiently maintaining a service-focused and solution-oriented attitude.
Labour conditions:
Working hours: Full-time (375 hours per week).
Starting date: As soon as possible
Gross annual salary: Remuneration will be determined by experience skills and responsibilities and aligned with the Collective Agreement pay scale.
Contract type: Permanent
Incorporation into the Vall dHebron Research Institute (VHIR) a public sector institution that promotes and develops biomedical research innovation and teaching at Vall dHebron University Hospital (HUVH) the largest hospital in Barcelona and the largest within the Catalan Institute of Health (ICS).
A dynamic scientific environment of excellence where cutting-edge biomedical projects are continuously developed.
Continuous learning and career development pathways.
Flexible working hours.
23 days of annual leave plus 9 personal days.
Flexible remuneration programme including meal vouchers health insurance transport and more.
Corporate benefits platform offering significant discounts on travel culture technology gastronomy sports and more.
Healthy offering Feel Good Feel VHIR: VHIRs wellbeing programme offers a variety of activities to help staff thrivephysically mentally and socially. Through four pillarsFeel Well Feel Connected Feel Empowered Feel Welcomedit fosters health growth and community.
International mobility support (Welcome Services): we aim to make your arrival in Barcelona smooth and pleasant by providing city information guidance on required procedures access to the International Welcome Desk family support and assistance with finding accommodation.
Deadline to apply:
Pre-selection: Candidates are shortlisted based on their skills qualifications and relevant experience as outlined in their CVs.
Interviews: Meetings may be held with Talent Acquisition and/or the hiring manager.
Practical assessment: Depending on the role candidates may complete a case study technical task presentation or written exercise on-site or remotely.
Checks: Education references and other job-related verifications may be carried out.
Job offer: The selected candidate receives a formal job offer upon successful completion of the process.
VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment hiring training and management for all staff within the organisation regardless of gender civil status family status sexual orientation gender identity and expression religion age functional diversity or ethnicity.
Information on Personal Data Protection:
Data Controller: Fundació Hospital Universitari Vall dHebron Institut de Recerca -VHIR-. Purpose: Personnel selection. Legal Basis: Your consent. Data retention period: One year. If you are selected as long as the employment relationship is in force and legal responsibilities may arise. Data sharing: Does not occur except for communications necessary to fulfill the purpose and those required by law to public and private bodies. Rights: You can access rectify delete object to and limit the processing of data as well as request data portability where applicable by contacting . DPO: . More information can be found here.
Data Protection Authority: APDCAT
