OVERALL ROLE OBJECTIVE:
The DX CR Distribution Administrator will provide administration support to the Senior Distribution Coordinator by accepting full accountability for all assigned duties associated with the role. This will involve prioritising shipping orders, customs clearance duties, monitoring mailboxes, and compiling high-level work instructions in accordance with client requirements for use within the distribution process.
JOB SPECIFIC RESPONSIBILITIES:
The post holder will:
Distribution
1. Review and provide timely response to all emails received into dx distribution mailbox from internal and external clients.
2. Arrange the shipment of samples, reagents and kits to/from clients, suppliers and clinical sites. Generation of dispatch paperwork to ensure all orders are processed in time to meet the required shipping dates.
3. Communicate effectively with the client contacts for ongoing distribution protocols. Ensuring that the clients are provided with all of the relevant distribution information they require.
4. Track and trace shipments with couriers after dispatch to ensure on time delivery. Monitoring delivery times as per the agreed courier KPI’s
5. Updating of distribution specific spread sheets and databases.
6. Review outstanding courier invoices to facilitate appropriate billing to relevant clients or studies within agreed timelines
7. Assist in determining the best temperature-controlled shipping systems and couriers to be used to handle temperature sensitive material.
8.Prepare and provide regular protocol specific shipping reports as agreed with the client.
9. Working with couriers to clear shipments through UK customs. Maintain logs and file customs paperwork.
10. Prepare shipments for dispatch completing all associated dispatch paperwork with dangerous goods awareness.
11. Perform dispatch second checks prior to shipments being released from Diagnostics Services and complete all related paperwork.
12. Perform risk assessments on high value shipments in order to identify the best shipping solutions and courier selection.
13. Liaise with couriers with regard to arranging quotations, timelines, collections, on ward shipping details and proof of delivery
Site Management
14. Work with Project Management team to gather site information and compile into project site logs at project initiation.
15. Liaise with project managers and clinical testing personnel to ensure the clinical site communication logs are maintained and updated as necessary.
16. Communicate with clinical sites with a high level of professionalism, confirming site information and ensuring stocks of samples collection kits on site are maintained throughout the project.
17. Communicate project updates to couriers to ensure project shipping runs smoothly and efficiently for each site.
18. Complete project reports for Project Management team within agreed timelines
19 . Review and address all emails receipted into the kit request inbox in a timely manner. This involves ensuring all clinical site/sponsor queries are promptly dealt with by forwarding to the relevant personnel for delivery of the required feedback.
General
20 Other duties as deemed appropriate by the Supervisor/Manager and that fall within the general remit of the post
21 Maintain a professional approach at all times while representing Almac.
22 Undertake clerical duties in accordance with Good Manufacturing Practice and as detailed in the relevant Standard Operating Procedures. Report any deviation from procedure to Manager
23 Organising internal and external meetings as and when required including teleconference and webex where necessary
Quality - Ensure that all tasks completed are done so in compliance with Almac Diagnostics internal SOPs and Quality manual, and all applicable standards/regulations (e.g., ISO17025, ISO15189, ISO13485, GCP, CAP/CLIA)
Health & Safety - Understand Company’s Health & Safety Policy and follow all company HSE procedures. Report all accidents or any unsafe conditions in the workplace.
Training & Development - Ensure training has been received before undertaking specific duties and that all training is recorded in training records.
Human Resources Management - Adhere to all HR policies and procedures, to include all absence policies and procedures.
Communication - Communicate within your own department to ensure that all relevant information is forwarded to the appropriate personnel on a regular and timely basis. Provide regular updates to your line manager regarding progress on required duties and the status of any projects.
Equal Opportunities - Observe and adhere to the company's Equal Opportunities and Dignity at Work policies ensuring that a neutral and harmonious work environment is maintained in which bullying and/or harassment does not occur.
Core Competency Framework - Ensure that all job specific responsibilities relating to the overall role objective are carried out in accordance with the requirements outlined within the Almac core competency framework.
Essential Requirements:
Qualifications - Previous training within an administration role GCSE Maths & English (Grade C or higher) A Level qualification or equivalent
Experience - Administrative experience, word processing experience
Key Skills - Proficiency in the use of Microsoft Office packages (to include Outlook, Word, Excel and PowerPoint), proven organisational skills, effective communication skills (verbal, written, presentational and interpersonal), proven ability to compile detailed instructional documentation, proven ability to adopt a methodical approach, managing multiple tasks simultaneously whilst maintaining a high level of accuracy in all work carried out, ability to work effectively on own initiative and effectively contribute within a team environment, excellent verbal and written communication skills with the ability to communicate effectively with both internal and external customers at all levels.
Desirable Requirements
Qualifications - Experience within a logistics/transport related discipline
Experience - Significant knowledge of GMP or GDP, knowledge of quality systems and in international logistics including import/export
Key Skills - Knowledge of shipping Dangerous Goods, working knowledge of international material permit regulations, ability to demonstrate initiative towards improving procedures within the boundaries of GMP & SOPs