Clinical Projects and Client Operations Coordinator

We are recruiting a coordinator with a clinical or hospital-management background to run the operational side of a twelve-month engagement with a Cambridge cell-and-gene-therapy client whose platform we built and now operate, and to keep our delivery, finance and compliance records in order.

Role details

• Job title: Clinical Projects and Client Operations Coordinator
• Reference: SUS-2026-COORD-01
• Salary: £33,400 per annum, paid monthly through PAYE
• Hours: 37.5 per week, Monday to Friday, 09:00–17:30
• Contract: Full-time, permanent
• Work pattern: Hybrid — attendance at our client’s site in Cambridge as the engagement requires (up to two days per week), with remaining days remote or at our Mildenhall office by agreement
• Travel: A full UK driving licence is required for travel between the Mildenhall office, the Cambridge client site and other client locations
• Delivery model: All work is delivered under a SustainSys statement of work. SustainSys retains full responsibility for the duties, functions and outcomes of the role. The postholder works to SustainSys plans, templates and acceptance criteria, is managed, supervised and appraised by the Director, and is not supplied as labour to, or under the direction or control of, any client.

What you will do

• Coordinate delivery of the client engagement day to day: maintain the delivery plan, milestone tracker and RAID log; schedule client workshops and reviews; prepare agendas, minutes and action logs; and chase actions to closure
• Act as the operational point of contact for client stakeholders on scheduling, documentation and acceptance, escalating technical matters to the Director
• Operate release, upgrade and change control for the client’s live web platform: maintain the release calendar and change-request log, coordinate user acceptance testing for each release, track dependency and environment upgrades, and confirm acceptance evidence is captured; triage user queries and defect reports into the change log; run monthly platform data-quality reconciliation. This is an operational and coordination responsibility — software development is carried out by the Director and the engineering team
• Reconcile delivery and financial data: timesheets against milestone person-day estimates; invoices raised against SOW milestones and acceptance; supplier and subscription costs against budget; produce a monthly reconciliation pack for the Director
• Prepare and issue client invoices under the SOW payment schedule; monitor receipts and credit control; maintain the accounts-receivable ledger in the accounting system
• Control engagement documentation: version control, document register, data-processing records and the audit trail required under the client contract and our AI assurance framework
• Maintain clinical and life-sciences domain context for the engagement: review client-supplied clinical documentation, glossaries and data dictionaries; check that deliverables use clinical terminology correctly; and flag regulatory or data-sensitivity points for the Director
• Support the establishment of the client’s hospital and laboratory operations framework: process review, SOP set, clinical-governance and audit framework, data dictionary and quarterly operations packs

What we are looking for (essential)

• A degree in clinical management, hospital or health administration, or a medical, nursing or allied-health discipline
• A medical or clinical background: at least three years’ experience in a hospital, clinical or healthcare operations setting, including records management, financial transaction control and staff scheduling
• Working knowledge of hospital administration, laboratory operations, clinical terminology and healthcare governance (audit, patient-data confidentiality)
• Demonstrable experience of reconciliation work (financial records, bookings or audit records) and of producing accurate management reports
• Strong written English; confident with Microsoft 365, spreadsheets and document-control tools; able to learn Xero/accounting software and project-tracking tools quickly
• A full UK driving licence and willingness to travel between our Mildenhall office and the Cambridge client site
• Already resident in the UK with the right to work, or with current UK immigration permission that allows switching into the Skilled Worker route from within the UK

Desirable

• Experience of raising invoices and credit control in a small business
• Experience in a life-sciences, biotechnology or clinical-trials environment
• Familiarity with project-tracking and document-control tools

What we offer

• £33,400 per annum, 37.5 hours per week
• 25 days annual leave plus bank holidays
• Workplace pension
• Training budget, including access to the SustainSys AI Academy

Eligibility
Applicants must already be in the UK. You must have the right to work in the UK, or hold current UK immigration permission that allows you to switch into the Skilled Worker route from within the UK. We are a licensed sponsor and can consider sponsorship for eligible in-UK applicants. We are unable to consider applicants who would require entry clearance from outside the UK.

How to apply
Apply through our careers page at https://sustainsys.co.uk/job-openings.html (upload your CV and a short covering note), or email them to info@sustainsys.co.uk quoting reference SUS-2026-COORD-01, by 24 November 2026. SustainSys Consulting Ltd is an equal opportunities employer.

Pay: £33,400.00-£42,000.00 per year

Work Location: Hybrid remote in Mildenhall IP28