Operations Executive

ENVIRONMENT

Ipsos is among the world's top global research companies. Our ambition is to make market research a primary means to understand contemporary society and economy, positioning Ipsos as a strategic partner for those wishing to gain deeper insights and achieve lasting success. 

Ipsos' Healthcare Service Line is dedicated to understanding the motivations, behaviour and influences of the multiple stakeholders driving commercial success in the healthcare industry. In doing so, it enables pharmaceutical, biotech and medical device companies to build successful brands and optimise their sales potential. A global business division, Ipsos Healthcare is comprised of over 1000+ healthcare market research experts in 50 countries offering innovative custom solutions and market-leading syndicated services.

The APAC region is pivotal for the pharmaceutical and medical device industries, with many global company regional headquarters located around Singapore. The region is undergoing significant shifts in healthcare provision, influenced by political and economic changes across markets with highly diverse funding models. There is a growing trend towards stringent Health Technology Assessment (HTA), necessitating advanced value argument generation for government funding decisions.

WHAT YOU WILL GAIN

• Gain hands-on experience in industry best practices and first-hand exposure to healthcare consulting solutions across a wide variety of challenges.
• Strengthen proficiency in cutting-edge research and analytical techniques, including AI-driven methods.
• Contribute to impactful projects for clients in the healthcare sector.
• Develop a foundation in Market Access, HEOR, and RWE.
• Work alongside experienced professionals in a dynamic and collaborative environment.
• Expand their professional network within the healthcare industry.
• Gain valuable insights into the Asia-Pacific healthcare markets.
• Develop key skills in project management, panel management, communication, and problem-solving.
• Explore potential career paths within healthcare consulting and research.

KEY RESPONSIBILITIES

1. Supporting fieldwork related aspects of proposal development

Support/lead in:

• Obtain external vendor quotes to support fieldwork costing of proposals. Alternatively estimate costs if fieldwork is to be conducted internally
• Estimate quotes of venue hiring for externally held meetings such as advisory boards, workshops etc.
• Produce side by side analysis of quotes to optimise value of selected vendor
• Negotiations with vendors

1. Study Initiation & Set-up 

Support/lead in:

• Review of final scope against costs/assumptions
• Organize and confirm all client pharmacovigilance, compliance and adverse event reporting requirements / get necessary templates, training materials and understand processes
• Create and manage fieldwork schedule/timings, in consultation with the Relevant Project Manager (RPM)
• Set up project folder on Ipsos servers and ensure/support project team compliance with storage of key documents throughout the project (proposal documents, costing sheets, signed contracts, key research materials and outputs, etc.)

1. Budget Management

Support/lead in:

• Setup and maintain Budget Monitoring 
• Manage scope of fieldwork, maintain additional requests and out of scope cost logs
• Provide fieldwork budget updates in (regular) internal project meetings or at agreed/appropriate frequency
• Calculations and management of additional costs throughout, in agreement with RPM
• Manage all supplier invoices and internal budgets, in agreement with RPM

1. Research Set-up & Fieldwork management – Quantitative & Qualitative

(Note that regardless the task listed, final sign-off must be made by RPM)

      Support/lead in (as applies to research requirements):

• Upon final sign off from RPM, to check screener/recruitment criteria (logic, clarity, feasibility, to specs etc.). Any changes would require RPM approval. 
• Upon final sign off from RPM, questionnaire checked for field suitability (feasibility, data implications, LOI, pre-testing logic & scope creep). Any changes would require RPM approval.
• Set up and monitor agreed supplier quotas 
• Materials sent to Ipsos operational teams and/or suppliers for review
• Internal questionnaire briefing/set-up meeting, and coordinate field teams/supplier briefing (notes to be prepared by RPM)
• Support scripting process to delivery of test link (Quant)
• Management of translation process, and high level local language review and QC
• Scheduling and arranging facilities, venue, incentives and fieldwork packs
• Organization of respondent consent/permission/NDAs or similar 
• Soft launch of market(s) in field, QC of soft launch data 
• Overall management and adjustment of sample and/or quotas throughout
• Ongoing communication during field with teams/suppliers
• Managing all pre-field engagement activities to keep participants engaged prior to field (Qual)
• Confirm all interviewing details with each participant (including pre-tasks) (Qual)
• Maintain interviewing schedules based on recruitment efforts (Qual)
• Manage attendance logistics on day of field or during field (participants, moderators, sim trans etc.) (Qual)
• Reconfirm AE reporting responsibilities and monitor reporting throughout fieldwork / address queries / file AE reports
• Regular fieldwork progress updates
• Regular QC of in field metrics (RR, LOI, IR etc.), quality - straight liners/speeders/outliers etc. (Quant)
• Review of final quota achievement for fieldwork close

1. Management of the Ipsos Payer Panel (core responsibility)

      Support/lead in: 

• Support the continuous expansion effort of the Market Access panel: Identify and onboard new contacts/panel members through desk research and new outreach 
• Foster and maintain positive relationships with regular key advisors (panel members)
• If fieldwork managed internally by Ipsos, follow standard operating procedures and processes to ensure that advisor communication, recruitment, data storage and remuneration (honoraria and expenses payment) is undertaken in a way which is consistent with national and international laws and codes of conduct, as well as client-specific and Ipsos business conduct rules
• Assist project teams in addressing and responding to client fieldwork-related requests.

1. Data/report checking 
   
   1. Qualitative

      Support/lead in: 

• Collation of all content continuous throughout field (deliverables), logging and saving 
• Organizing and managing back translation of transcripts and/or other content formats

Assist / Support in:

• Prepare moderator/analyzer briefing
  
  1. Quantitative

      Assist / Support in:

• All outputs checked to specs – final checks; final sign-off by RPM
• Checking of all GMU outputs (or similar); final sign-off by RPM

1. Project Closing and supporting selected administrative tasks

      Support/lead in: 

• Internal post-project review
• Consolidation of Lessons Learned (RAIL - Rolling Actions Item List), feed into Project Debrief team for wider circulation
• Prepare and send out AE reconciliation forms
• Ensure standard QC checks completed and recorded e.g. minimum % of callbacks
• Send CSM following final report delivery, via Admin
• Destruction of identifiable respondent data/sample
• Liaise with Ipsos finance team to ensure accurate and timely invoicing to clients
• Final check of Project Folder to ensure ISO audit ready

PERSONAL ATTRIBUTES

• Strong relationship-building skills (internal, external, and cross-cultural).
• Eagerness to learn and commitment to self-development.
• Positive and proactive attitude.
• Ability to work independently and take initiative.
• Goal-oriented and action-oriented.
• Ability to work under pressure and meet deadlines.
• Dedicated, committed, and reliable.
• Detail-oriented and thorough.
• Composed and balanced temperament.
• Willingness to take ownership and responsibility.
• Strong work ethic.

BACKGROUND

Experience/Skills/Knowledge:

• At least 3 years of relevant experience
• Experience in project management
• Have the ability to articulate our fieldwork capabilities to clients
• Ideally, experienced in relevant category or sectors (healthcare) in project management capacity 
• Demonstrate highly developed written and verbal communication skills in English 
• Display excellent administration, organizational and stakeholder management skills
• Be proactive with a positive work ethic, high attention to detail and a "can do" attitude
• Be able to establish priorities, work independently, and proceed with objectives without direct supervision
• Be able to juggle multiple projects, be flexible and adaptable to changing project needs and processes
• Be able to build strong relationships with new and existing key advisors
• Deliver targets on time, be results driven and show initiative with the ability to succeed
• Have a client focus attitude with desire and drive to deliver in the smartest way possible
• Be great at working with others and share findings/learnings
• Show perseverance and a genuine interest in online desk research
• MS Suite proficiency (especially Word, Excel)
• An interest in and understanding of the pharmaceutical/healthcare sector and research/consultancy environment is desirable
• Previous panel management experience is a plus

Qualifications:

A good diploma or degree in Business, Social Science, or related studies