Recepcionist
The Vall Hebron Institute of Research (VHIR) is offering a position for a Receptionist within the Clinical Trials Management 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.
Education and qualifications:
Required:
Higher Vocational Training (CFGM) or equivalent qualification.
Fluency in Catalan and Spanish
Desired:
Fluency in English (professional proficiency)
Experience and knowledge:
Required:
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 organizational skills and the ability to work autonomously within established procedures.
Desired:
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.
Main responsibilities and duties:
Provide front-desk and operational support to staff at the Institut de Recerca de Vall d'Hebron (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 Management Unit (UGAC).
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 Unit’s Quality Management System, contributing to continuous improvement initiatives within the area of responsibility.
Labour conditions:
Full-time position: 37.5h/week.
Starting date: as soon as possible
Gross annual salary: Remuneration will depend on experience and skills. Salary ranges are consistent with our Collective Agreement pay scale.
Contract: Permanent
What can we offer?
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: 24-03-2026
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.
- Department
- COMMERCIAL AND ACADEMIC CLINICAL RESEARCH DIRECTORATE_CLINICAL TRIALS MANAGEMENT UNIT
- Role
- Administrative Assistant
- Locations
- Barcelona