Clerical Assistant

1 week ago

East London, South Africa Aspen Pharma Group Full time

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

**Documentation, reporting & record keeping**
- Complete goods receipt notes and carry out material verification
- Generate sales orders
- Generate picking lists, packing list, 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 note and purchase orders to Finance and the Lab
- Assist in gathering the information required for reporting in department or area of technical expertise
- Compile detailed and standardised 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 mislabelled 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 Organising
- Meeting Deadlines
- Capturing Facts

**Accountability & Decision Rights**
- Provide guidance to and/ or assisting others on non-routine or escalated issues
- Check 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
- Prioritise requests and interpreting/ adapting procedures, processes, and techniques

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