Clinical Trial Assistant - Oncology

Highly Competitive
  1. Permanent
  2. Clinical Trial Assistant (CTA)
  3. France
Paris, France
Posting date: 31 Aug 2023

This vacancy has now expired. Please see similar roles below...

A global pharmaceutical company based in south Paris, France are looking for a highly experienced Clinical Trial Assistant/ Coordinator to join their team on a permanent basis. This is a newly created opporutnity in the team which has opened up due to the significant expansion of our client's pipeline, so it's an exciting time to join the company where you can develop quickly.

My client, a medium sized & well-respected pharmaceutical company in the industry, hopes to hire an individual who can hit the ground running straight away with their project needs within in oncology, whilst putting them on a career path where they can grow internally in the future. For this position, you'll be required to be office based 2 to 3 days per week in Paris (south), so being flexible with office based working will be essential.

Purpose of the position:

  • Assists and provides support to the members of the clinical operations study team in administrative activities in order to facilitate the overall management of Company sponsored studies.
  • Executes tasks as assigned by the CPM related to the conduct of clinical studies, study budget forecasting and tracking.
  • Responsible for collecting, tracking and supports reporting of research related Transfer of Value (TOV) to enable compliance with Transparency reporting requirements (US and EU).
  • Responsible for ensuring study documentation (including trial master files, study related contracts and financial level documentation) and study documentation is processed, maintained/archived in compliance with ICH-GCP, Company policy and procedures. Includes liaison with service providers in e-TMF process and resolving issues related to missing documentation.
  • Performing QC checks on TMFs to ensure completeness and readiness for audit/inspection.
  • Contributes to clinical trial excellence initiatives.

Main responsibilities and tasks:
Be responsible for setting-up, monitoring verifying and archiving the clinical Trial Master File (TMF):

  • In charge of the
  • electronic TMF (and/or paper TMF, if applicable) set-up and administration.
  • Manage the clinical study creation and set-up for the country and site binders and the trial milestones.
  • Prepare and customise the TMF Oversight plan, TMF Management plan, TMF master index & business rules, according to the clinical study specificities with the CRM/CPM and the Document Owners.
  • Inform the appropriate role of all study team members (CRO) newcomers or departure.
  • Ensure the TMF is being maintained up-to-date and all essential documents are appropriately filed in the TMF.
  • Perform continuous oversight of the CROTMF activities, in checking the documents consistency and the respect of the SOP timelines to maintain the TMF data integrity and by communicating this oversight status to all relevant study team members.
  • Coordinate the TMF Quality Check (per SOP) with the CRO to ensure the eTMF inspection readiness.
  • Coordinate the final TMF reconciliation with the CRM/CPM.
  • In charge of archiving the TMF.

Be responsible for follow- up and review of financial documents, in collaboration with CRM/CPM:

  • Create and update financial information within the financial K2 system (Internal Order, Purchase Order, goods receipt & invoices), if not managed by a dedicated position within the team.
  • Create and follow-up of the clinical study Commitment Requests within the dedicated tool (K2).
  • Create and update the specific clinical study budget trackers.
  • Review invoices against CRO/Vendor contracts and study progress to provide recommendation of approval or not to the CRM/CPM.
  • Follow up of the clinical study invoices to secure payments in time. Support, if necessary, the CRM/CPM in the clinical study budget such as forecast preparation, attendance to quarterly review meetings …

Responsible for tracking, collecting and disclosure of expenses in compliance with regulations in force: EFPIA disclosure code (Europe), Sunshine Act (US):

  • Collect all the information related to reportable transfers of value (ToV) to Healthcare Professionals (HCPs) & Healthcare Organisations (HCOs) in the Group Transparency system (Collect).
  • Ensure the complete data tracking by the CROs with the Data Collection Template (DCT), organise presentation of the instructions to the CROs if needed.
  • Check the data received from the CROs with the support of the CRM/CPM.
  • Ensure the information is properly recorded in the COLLECT system, implement corrective actions where needed
  • Ensure the Transfers of value collected (directly or via the CROs) in COLLECT are validated along the way in compliance with the disclosure timings requirements.
  • When needed, create new HCP/HCO records in the COLLECT system.
  • Where applicable, check the disclosure consent of Healthcare Professionals (HCPs) for each activity.
  • When needed, liaise with the Local Transparency Manager (LTM) or the Global Transparency Manager (GTM) to ensure the mandatory information for HCPs & HCOs is tracked in the Transparency system.

Responsible for data entry and status updates within the Clinical Trial Management System (CTMS):

  • When assigned on a study, get access to the study record in eCTMS.
  • Check the eCTMS study data using the Clinical Operations Reporting (i.e. Clinical Operations Dashboard, CSS Monthly Report) and update as applicable (at study/region/site level: status, study sites creation, study team/contacts, recruitment, study milestones tracking) with the support of CRM/CPM for the monthly report purposes.
  • Ensure the study team contacts and handovers are properly tracked in eCTMS.
  • Provide the excel tracker to the CRO together with instructions to get all the necessary information monthly to feed the eCTMs (Hermès).
  • Update the eCTMS with the CRO tracker information after validation with the CRM/CPM as per the CTMS user guide (at study, region and site level as applicable).

Coordinate and conduct in-house and external clinical operations activities:

  • Generate contract templates within the dedicated system (i-CAP), follow-up until the clinical study contracts are signed and secure proper filing and archiving of all fully executed contracts.
  • Collect and follow-up of all legal administrative documents such as Power of Attorney (POA), Letter of Authorisation (LOA), Confidentiality Disclosure Agreement (CDA), Kbis…
  • Ensure insurance certificate and renewals are being requested prior to the study start-up and during the course of the study.
  • Coordinate the dispatch order for the clinical supplies if not managed by a dedicated system such as IVRS, meaning the collection of appropriate documents permitting to obtain import license and release study drugs
  • Set-up and maintain shared study electronic site (SharePoint, box or other tools).
  • Organise appropriate logistics for any Sponsor meetings (invitation/room booking/lunch order...) such as Investigator's meeting, DRM & TFLs, Steering Committee, …
  • Attend all study team meeting when appropriate and take meeting minutes.
  • Perform any clinical study activity delegated by CRM/CPM such as the project management and monitoring of clinical studies, including liaison with monitors, CROs, drug vendors, central laboratories and other vendors.

Other missions to the position:

  • Be active member of dedicated working groups to achieve clinical operation excellence and harmonisation by updating/revamping processes.
  • Coordinate the writing of articles related to the clinical study or working groups to be posted in the monthly newsletter.
  • Provide support to the medical writer within the Clinical Study Report (CSR) to secure the collection of appropriate appendices such as investigators' Curriculum Vitae, list of Ethics Committee & List of participating investigators.

EHS responsibilities:

  • Comply with applicable EHS regulations and procedures.
  • Participate in the site's EHS performance by reporting risks, malfunctions or improvements.
  • Participate in mandatory EHS training.

Experience / Qualifications

  • Ideal: experience in clinical study environment within CRO or Pharmaceutical company.
  • Minimum: Knowledge of the clinical study environment with a strong theorical or practical administrative organisation.
  • Scientific background is an asset.


  • Ideal: 3-year degree in a scientific, or clinical or research field and a 1 minimum of 1year relevant work experience in a clinical research/study management environment (academia or pharma or CRO).
  • Minimum: 2-year relevant scientific focused degree and a minimum of 2 years relevant work experience within clinical research /study management environment.


  • English: Strong intermediate level.

Key Required Technical Competencies:

  • Ability to work in a strong regulated environment within a quality management system (QMS).
  • Advanced knowledge of software application (ex: Word, Excel, PowerPoint, Adobe Reader …).
  • Ability to organise and prioritise.
  • Able to produce work in teams and within a multi-disciplinary environment.
  • Basic Financial Knowledge- must be able to work with financial tracking tools.
  • Knowledge of Pharmaceutical Industry R&D.
  • Good knowledge of the Good Clinical Practices (GCP) or other clinical study regulations.

If you are having difficulty in applying or if you have any questions, please contact Jack O'Neill at +44 203 8460 646.

Proclinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.

Proclinical Staffing is an equal opportunity employer.