Administrative Assistant

VHIR offers vacancy position for an Administrative Assistant within Interventional Neuroradiology Research Group.

Education and qualifications:

• High School Diploma or equivalent
• Fluency in Catalan, Spanish. Basic English (A2 Level)

• Additional training: Master's degree or courses in project management, clinical research, archiving/documentation techniques, patient care, or digital tools.
• Vocational training in clinical trial administration, with knowledge in Biomedicine, Health Management, or related fields.

Required:

• Proven experience in administrative roles, handling documentation, records management, and customer service.
• Knowledge of basic office procedures, invoicing, payment tracking, and data entry.
• Ability to work with office software and digital platforms, including Microsoft Office tools and electronic administration systems.
• Experience managing phone and in-person inquiries, resolving incidents, and providing accurate information to citizens or clients.
• Strong organizational skills and the ability to prioritize tasks in a dynamic work environment.
• Ability to organize complex timelines.

• A detail-oriented and proactive Administrative Assistant with at least 10 years of experience providing comprehensive administrative support in corporate, governmental, and organizational environments. Strong ability to manage documentation, handle customer service (in person and by phone), coordinate administrative processes and work with digital administration platforms. Highly adaptable, organized, and efficient, with excellent communication skills and the ability to work both independently and as part of a team.

• Coordinate and manage patient inclusion across consortium centers, including Vall d'Hebron, ensuring accurate documentation and compliance with study protocols.
• Support the principal investigator and research team with administrative and organizational tasks
• Prepare, organize, and assist in scientific meetings and presentations, creating clear and professional PowerPoint materials for the research group.
• Record, summarize, and distribute meeting minutes, reports, and study-related documentation, maintaining accuracy and confidentiality.
• Facilitate patient selection processes for clinical trials, supporting adherence to protocols and communication with study coordinators and CROs.
• Maintain effective communication with internal and external stakeholders, utilizing CRM tools and other digital platforms.
• Organize and maintain study databases, ensuring proper filing, tracking, and retrieval of essential documents.
• Maintain the agenda of Principal Investigators.

Labour conditions:

• Part-time position: 20h/week.
• Starting date: January 2026.
• Gross annual salary: 10.500€. Salary ranges are consistent with our Collective Agreement pay scale.
• Contract: Technical and scientific activities contract linked to the project activities.

• Incorporation to Vall d'Hebron Research Institute (VHIR), a public sector institution that promotes and develops the biomedical research, innovation and teaching at Vall d'Hebron University Hospital (HUVH), the biggest hospital of Barcelona and the largest of Catalan Institute of Health (ICS).
• A scientific environment of excellence, highly dynamic, where high-end biomedical projects are continuously developed.
• Continuous learning and a wide range of responsibilities within a stimulating work environment.
• Individual training opportunities.
• Flexible working hours.
• 23 days of holidays + 9 personal days.
• Flexible Remuneration Program (including dining checks, health insurance, transportation and more)
• Corporate Benefits: platform through which you can obtain significant discounts on travel, culture, technology, gastronomy, sports... among many others.
• Healthy Offering: choose from a variety of wellbeing focused activities to be the healthiest you.
• 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 recommendations, and support in finding accommodation

Deadline to apply:

How We Hire:

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 organization, regardless of gender, civil status, family status, sexual orientation, gender identity and expression, religion, age, functional diversity or ethnicity.