Administrative Assistant

Administrative Assistant

The Administrative Assistant – Hospitals is responsible for the administrative support of Hospital Account Managers, who sell medicines to hospitals throughout the UK. They will input purchase orders for processing,  track couriers and liaise with suppliers to ensure accurate and timely delivery of stock, and additional administrative support such as providing up to date customer information to Account Managers and keep client records accurate.


Key Responsibilities

  • Creating sales orders and order confirmations on the ERP system.
  • Ensuring all orders are processed as written orders confirmed by the customer that the product has been ordered in accordance with Regulation 167 of the Human Medicines Regulations 2012.
  • Representing Target Healthcare to sell unlicensed medicinal products to approved customers.
  • Compiling the required documentation for the picking and delivery of the order.
  • Informing the Warehouse staff of new orders.
  • Corresponding with sales representatives to discuss customer queries and account information.
  • Having awareness of the responsibilities and duties of the Responsible Person in relation to your job role.
  • Recording any customer complaints received and forward the information to the Quality Assurance department for investigation.
  • Informing the Responsible Person of any reports of adverse drug reactions.
  • Maintaining your training record and ensure training for your job role is completed as identified on the Training Matrix.
  • Ensuring any proposed changes to GDP systems (e.g. facility, operations, equipment, materials) have been approved via the change control procedure before any changes are made.
  • Identifying any deviations from approved procedures and inform management.
  • Completing any corrective actions or preventative actions (CAPA) assigned to you within the specified timeframe.
  • Completing and correcting GDP documents as per procedure to maintain data integrity.


Skills and Attributes Required

  • Excellent customer service and interpersonal skills.
  • Demonstrable organisational skills.
  • IT proficiency.
  • The ability to work methodically and accurately process information.
  • The ability to work effectively under pressure.
  • Secondary school education in Maths and English (desirable).
  • Experience with stock management software (desirable).
  • Experience working in a regulated environment (desirable).
  • A strong work ethic.
  • To be honest, reliable and dedicated.

Working hours – Monday-Friday 09:00-18:00


Job Category: Specials
Job Type: Full Time
Job Location: East Kilbride

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