OVERALL ROLE OBJECTIVE:
To be responsible for carrying out clerical duties relating to Distribution orders shipping from Craigavon or Dundalk facilities. Duties will include the generation or independent review of associated shipping documentation required for the effective control of material throughout the despatch and distribution process. This will extend to include the subsequent follow up actions with regards to tracking/tracing shipments following despatch. This role requires a degree of manual handling.
The post holder will ensure that the duties described are completed in a timely manner, with high levels of accuracy and in accordance with GMP.
JOB SPECIFIC RESPONSIBILITIES:
The post holder will:
Undertake all assigned duties in accordance with GMP and as detailed in the relevant SOPs, reporting any deviation from procedure to the Distribution Supervisor and/or Distribution Team Leader. Ensure that all Distribution activities are completed in accordance with approved documentation to support each distribution program. Receive and print Drug Order Forms (DOFs) received through the Shipez tracking application and customer specific portals (as applicable). Schedule user expected shipment dates/requested on site dates (as applicable) in accordance with standard Distribution timelines, highlighting any urgencies to the relevant DC for follow up. Perform and maintain computer transactions in line with distribution and material control systems. Prepare the associated shipping documentation required for Project and Ancillary shipments in accordance with the relevant SOPs, the protocol specific DI or shipment specific DSS, courier and customs regulations. Generate shipment invoices, e-Cert documents (CofO, EUR1, ATR-1 forms, etc.) and any other country specific documents/declarations (as applicable) for each shipment. Prepare the associated shipping documentation required for each distribution shipment in accordance with the relevant SOPs, Protocol specific DI instructions, courier and customs regulations. Transcribe information provided on DOFs accurately onto COSMOS. This information may include but is not limited to consignee details, quantities, batch information, and medication ID numbers. Identify if specific medication numbers and/or batches and/or expiry dates have been requested and ensure that only these specific items are selected and added to the order, highlighting any discrepancies to the relevant DC and Project contact(s) for follow up. Perform independent reviews of associated shipping documentation required for each despatch in accordance with the relevant SOPs, the protocol specific DI or shipment specific DSS, courier and customs regulations. Track and trace outbound shipments with couriers following despatch to ensure they have been or will be delivered in time, highlighting known exceptions to the relevant DC and Project contact(s) for follow up. Carry out administrative duties such as photocopying, filing, and archiving of distribution documentation. Complete and forward regular department reports and trackers. Perform miscellaneous administration duties, such as postal collection, label collection, and placement of stationery orders.
QUALIFICATIONS
- GCSE (or equivalent) Mathematics and English Language at Grade C or above.
EXPERIENCE
- Previous experience of working in a busy office environment, especially in relation to archiving and filing.
- Experience of using computerised systems.
KEY SKILLS
- Proficiency in the use of Microsoft Office packages (including Outlook, Word, Excel, and PowerPoint).
- Proven ability to follow written work instructions.
- Ability to organise, plan, and prioritise tasks within a high-volume, varied workload while maintaining a high level of accuracy in all work undertaken.
- Ability to work effectively on own initiative and effectively contribute within a team environment.
- Excellent communication and presentation skills (written and verbal).
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