Clerical Assistant - Aspen Pharma Group

Overview

Receive delivery notes, load materials, dispatch trucks, upload information/documentation into ERP, and process sales orders

Responsibilities

Documentation, reporting & record keeping

• Complete goods receipt notes and carries out material verification
• Generate sales orders
• Generate picking lists, packing lists, load plans, sales invoices, and de-shroud notices
• Obtain signoff on finished goods from the Pharmacist prior to distribution, for materials only required for scheduled items
• Book the goods into the ERP System
• Send Stores receipt notes and purchase orders to Finance and the Lab
• Assist in gathering the information required for reporting in a department or area of technical expertise
• Compile detailed and standardized reports and consolidate documents
• Retrieve supporting documentation and records to facilitate and support query resolution

Investigating

• Prioritise issues and orders
• Determine the cause of damaged goods
• Escalate unknown causes to the superior
• Track down mislabeled products, and correct the labelling thereof

General office support / Administrative support

• Coordinate project and office services
• Perform advanced administrative, operational, customer support and computational tasks (such as, basic data analysis, report and document development, complex report preparation, content development, meeting planning and advanced research)

Plan & process

• Coordinate and provide input into work activities and priorities
• Monitor adherence to schedules
• Provide recommendations to management on improvement in processes
• Provide guidance to and/or assists others with work activities
• Check own work

Stakeholder relations

• Communicate with internal stakeholders to achieve work objectives and to maintain relationships
• Communicate with employees and management, to assist and convey information

Skills required

Background/experience

• 1-3 years experience in an administrative role
• Minimum of a 2-year Diploma in Administration

Specific job skills

• Product knowledge (ERP System, Hardware, Database)
• Administration knowledge

Competencies

• Planning and Organizing
• Meeting Deadlines
• Capturing Facts

Accountability & Decision Rights

• Apply broad working knowledge of all concepts, terminology, and specialised administrative requirements to support areas of responsibility
• Apply extensive knowledge of the job and policies/practices to perform a wide range of advanced administrative, operational, customer support and computational tasks under limited guidance
• Provide guidance to and/or assist others on non-routine or escalated issues
• Check your own work and possibly the work of others
• Develop methods, techniques, and analytical approaches
• Monitor adherence to schedules and reporting absences

Independent decisions relating to:

• Methods, tactics, and processes to complete administrative tasks/projects
• Prioritize requests and interpret/adapt procedures, processes, and techniques