SUMMARY:
Carrying out administrative duties related to the branch to ensure the efficient and cost effective
POSITION INFO:
Laboratory Administrator
Rustenburg – North West
SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 97,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.
Primary Responsibilities
• Carrying out administrative duties related to the branch to ensure the efficient and cost effective operation of the branch.
• Oversee Sample Receiving/Logistics section in Rustenburg.
Specific Responsibilities
• Administrative assistance in the laboratory and it various sections
• Adhere to all OIMS requirements of the SGS management system
• Responsible for all supervisory functions in the sample receiving/logistics section with the help of the responsible line manager
• Logging of samples in LIMS and perform all sample administration related matters
• Responsible for ongoing on-the-job training of staff in the in the laboratory also including the training sample logging in LIMS and sample administration related matters
• Assessing client requests for all incoming work and liaising with all clients in the case of sample discrepancies and / or queries with regard to sample logistics and logging
• Continuous feedback and communication to the line manager
• Responsible for general housekeeping, health and safety, and quality, in accordance with SGS protocols and any mutually agreed upon tasks in these areas
• Ensure that all documentation with regard to Health and Safety, Quality, and System documentation are kept up to date; filed properly and maintained in an audible manner
• Oversee all filing and saving of paper work at the sample receiving/logistics section
• Complies with health and safety regulations with the help of the SHEQ coordinator
• Keep relevant communications confidential e.g. HR related matters
• Complies and conforms to the laboratory quality management system (ISO17025 and SANAS)
• Assist the SHEQ coordinator in SHEQ related matters
• Be involved in the investigations of deviations and/or non-conformance in the laboratory
• In the absence of the administrator, perform all the duties of the administrator
• In the absence of the client liaison officer, perform the following duties:
• Draw up and submit quotes upon request and follow up on acceptance of quotations/ proposals issued
• Invoicing clients on completed work
• Liaise with the finance department on invoices and debt collection
• Assist with printing, emailing and faxing of results and invoices and other invoicing related documents to clients
• Oversee filing of all client documentation and data/worksheets generated by the individual departments
• Financial administration
 Follow all reasonable and lawful instructions issued by superiors
 Perform any other reasonable tasks as assigned by direct line manager
Specific Responsibilities
 Has the authority to give reasonable instructions and delegate work to all staff in Sample Receiving (Receiving, Tracking, Login and Storage) section.
 Ensure compliance with SGS Health and Safety protocols. Adhere to SGS general code of conduct and ensuring that it is followed through to all subordinates.
 Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection, and report the situation to higher authority to take action.
 Cease to carry on with work that may affect the quality (integrity) of services and report the situation to higher authority to take action.
 Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified
Required Skills
Education
 Diploma in Office Administration.
 Diploma in Office computing.
Experience
 2 years’ experience Sample Logistics.
 2 years’ experience in Office administration.
 2 years’ experience in Financial administration.
Competencies
 English (written and spoken).
 Extensive knowledge of SLIM specializing in logging of samples.
 Knowledge of Health and Safety procedures.
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