PRIMARY RESPONSIBILITIES
To assist the Admin Supervisor by effectively overseeing the Administrative functions of the division.
SPECIFIC RESPONSIBILITIES
Compliance & Employee Administration
- Monitor and track laboratory personnel induction and periodic medical schedules.
- Ensure all medical examinations and inductions are scheduled and completed before due dates.
- Coordinate entry and exit medical examinations.
- Obtain and provide exit medical certificates to the Laboratory Manager.
- Assist with onboarding and administrative setup of new employees.
- Capture and maintain accurate leave records.
- Prepare and submit overtime and shift allowance claims for Laboratory Manager approval.
Operational & Inventory Management
- Ensure adequate laboratory stock levels to support uninterrupted operations.
- Obtain supplier quotations and raise purchase requisitions as required.
- Maintain an up-to-date inventory.
- Conduct weekly stock-taking and inventory control.
- Prepare and submit monthly inventory reports to the Finance Department.
- Assist with preparation and setup of boardroom facilities for meetings.
Financial Administration
- Prepare monthly Pro Forma Invoices (PFIs) and tax invoices.
- Distribute PFIs and invoices to clients.
- Follow up on client Purchase Orders (POs).
- Monitor client payments and coordinate allocations.
- Compile and maintain debtors’ aging reports.
- Support the Laboratory Manager with financial tracking and reporting requirements.\
General duties
- Perform general Laboratory duties as required and within qualifications
- Maintain a clean working environment
- Complies with health and safety regulations.
- Keep relevant communications confidential
- Complies and conforms to the laboratory quality management system (ISO17025 and SANAS)
- Adhere to all quality and safety requirements of the SGS management system.
- Perform any other reasonable tasks as assigned by direct line manager.
COMPLIANCE & AUTHORITY
- 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 take action to address the hazard.
- Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.
- Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.