General Administrative Assistant-clinical Trial

4 months ago

Cape Town, South Africa TASK Full time

**About the Company**:
TASK is a South African headquartered, multinational clinical research institute that conducts clinical trials to determine the treatment effects of novel medicinal products or devices in healthcare and offers services in conducting complex clinical trials in a wide variety of therapeutic areas.

Our Clinical Trial Quality Assurance Team and Academy Team work closely to support TASK’s efforts to ensuring the highest standards of quality in clinical trials and advancing research through comprehensive training programs. We are recruiting for a General Administrative Assistant to join us in this mission.

**Overall Purpose of the Position**:
The General Administrative Assistant will provide essential support to both the TASK Quality Assurance and the TASK Academy teams. Responsibilities include coordinating internal and external training sessions, developing and maintaining tracking systems and databases, assisting with the documentation and record-keeping processes essential for maintaining quality standards, following up on unresolved queries, and offering overall administrative support as required.

**Why Join Us**:

- Opportunity to work in a dynamic and impactful environment.
- Collaborate with a dedicated team focused on advancing clinical research and training
- Exposure to different departments within the clinical trial industry

**Key Performance Areas (KPAs) & Responsibilities include, but not limited to**:

- **Training Coordination**: Assisting in the planning, scheduling, and coordination of internal and external training sessions. Ensuring all necessary materials are prepared and distributed in a timely manner.
- **Tracking Systems**: Developing, implementing, and maintaining tracking systems for various projects and activities. Monitoring progress and following up on outstanding tasks to ensure timely completion.
- **System Oversight**: Overseeing the management and maintenance of various quality and academy systems. Ensuring that all records are accurate, up-to-date, and comply with organizational policies.
- **Administrative Support**:Providing general administrative assistance to the Clinical Trial Quality Assurance and TASK Academy Teams. This includes, but is not limited to, managing calendars, scheduling meetings, preparing documents, and handling correspondence.
- **Quotation and Procurement**: Sourcing quotes from service providers, vendors, and manufacturers for internal approval. Managing various quotes, necessary approvals, ensuring accuracy, and coordinating with various teams until procured and distributed.
- **Invoice Management**:Handling the processing of invoices, including obtaining necessary approvals, ensuring accuracy, and coordinating with the finance department.
- **Communication**: Serving in many instances as the first point of contact and the “face of the team” between internal teams and external stakeholders, ensuring clear, professional and timely communication.

**Ideal Requirements**
- Matric / Grade 12 certificate, with a diploma or higher qualification in administration or a related field being an advantage.
- Previous experience in an administrative role, preferably within a clinical trial or research setting.
- Experience with tracking systems and database management is highly beneficial.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Advanced skills in Excel being an advantage.
- Excellent written and strong verbal, professional communication abilities in the English language.

**Key Personal Inherent Characteristics**
- Strong organizational and multitasking skills.
- Good interpersonal skills with the ability to establish and maintain effective working relationships with coworkers, managers, clients and other relevant stakeholders.
- Staying calm and focused in a highly time-and-deadline driven environment.
- Ability to work independently and as part of a team.
- Meticulous attention to detail, ensuring high-quality and accurate work.
- Takes initiative in suggesting solutions to identified problems and risks.

**Details**:
**Area**:Parow, Cape Town

**Contract Type**: 12 Months Fixed Term

**Applications Close**: 28 August 2024
- TASK reserves the right to withdraw this advertisement and not fill the above-mentioned vacancy at any stage during the recruitment process._
- Meeting our employment equity goals will be acknowledged during the recruitment process. _

**Job Types**: Full-time, Temporary
Contract length: 12 months

Application Deadline: 2024/08/28

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