Project Administrative Assistant
OVERALL ROLE OBJECTIVE:
The principle function of the Project Services department is the day-to-day management of all Almac Clinical Services customers. The department coordinates all aspects of the delivery of customer’s projects, as specified in the quotation.
In order to achieve this, the department is divided into a Customer Support group, a Supply Chain Management group and an Operations Support group. The Operations Support group is further divided into two key areas: Production and Distribution.
Project Administrative Assistants support the department by performing all administrative duties such as preparation of reports and presentations, organization of training and generating and collating batch documentation for Production in accordance with Good Manufacturing Practice and all relevant Standard Operating Procedures.
JOB SPECIFIC RESPONSIBILITIES:
The post holder will:
Collate batch documentation for issue to production and track processing of the batch documents through production and subsequent Quality Assurance review and release to despatch.
Scan batch documentation to the customer, ensuring the document set is compete and legible.
Assist in the shipment of project related documentation to third parties, raising airway bills and generating despatch notes as necessary.
Assist in the preparation of instructional documents, diagrams and other GMP documentation, accurately and professionally through the use of software packages such as Microsoft Word, Excel, PowerPoint, Visio and PhotoShop.
Assist in the generation of reports using Excel, with the ability to use pivot tables and create macros.
Generate training reports and arrange training sessions, booking rooms, sending out meeting requests and preparing training materials.
Place hospitality orders with the on-site caterer.
Generate slide decks to support customer meetings.
Generate reports to support budget management activities.
Photocopy, file and archive batch documentation, Standard Operating Procedures and other project related documentation.
Order and maintain stocks of stationery and printer/copier consumables and ensure the maintenance of photocopying equipment.
Arrange meetings and facilities for customer visits and provide cover in the kitchen for serving lunch and/or tea/coffee, etc when required.
Provide reception cover as and when required, operating the switchboard and communicating messages effectively.
Support the department in the preparation for regulatory inspections.
Support the department across multiple buildings with all required duties.
QUALIFICATIONS
Five GCSEs at Grade C or above (or equivalent) to include Mathematics and English Language OR Significant relevant experience
EXPERIENCE
Proven extensive experience in the use of Microsoft Office packages (to include Outlook, Word, Excel and PowerPoint).
Proven ability to run excel reports using pivot tables and macros.
KEY SKILLS
Effective communication skills (verbal, written and interpersonal).
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 independently and as part of a team.
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