Administrator Liaison

The following responsibilities will be performed on a daily basis:

• To liaise between Production and the rest of the business Tracking, Call centre and Order processing.
• Handling of the Urgent emails in production and making sure the parcels requested will be dispatched before close of business.
• Ensuring that all parcels added to the priority report before the cut off are dispatched before the close of business.
• Dealing effectively with queries from Order Processing.
• Interacting/engaging with other departments.

An email will be sent requesting an urgent delivery if the patient does not have enough medication.

The following requests are emailed:

• Next day delivery (deliver the next working day)
• Dawn delivery (deliver the next working day before 09H00 or 10H00)
• Same day delivery (deliver on the same day the email was sent)
• Saturday deliveries (parcels sent through on Fridays that need to be delivered on Saturday)
• All the above mentioned deliveries (except for urgent delivery) need to be approved before the relevant stickers may be added to said parcel to be ran as that specific deliver
• All parcels sent through to the urgent email before the cut off time must be dispatched and handed over to the courier with the relevant stickers attached before close of business.
• Monitoring of every profile until said parcel is dispatched should be done.
• Any shortcomings should be communicated with a reply to all email.
• If any parcel was approved after it has already been picked by a picker (thus it does not have the relevant tickers attached) a pre alert email should be sent.
• A screen shot of the parcel dispatched should be sent through to the tracking department.
• Stock problems identified on the emails (or any other shortcomings or challenges) should be sent with a reply to all email.
• A screen shot of the stock problem will be sent with a reply to all email asking for the originator to assist.
• Status 71 profiles should be communicated to the originator of the email as the parcel cannot be printed if it's stuck on status 71.
• Any profiles sent through to the urgent email after the cut off needs to be accommodated with a phone call to the liaison administrator.

If the profile was phoned for, it should get dispatched the same day.

• A priority report should be run hourly.

Each profile added to the priority report before the cut off time needs to be dispatched before the close of business.

Once a parcel is dispatched it may be deleted from the priority list.

Any shortcomings need to be communicated to the person who added the parcel to the priority list.

The parcels in this category are regarded as the most urgent parcels done by priority and the following steps should be implemented to avoid any disappointments:

• Ensuring that all the same day parcels are processed and handed over to the couriers before the 10:00 cut off time.
• Ensuring that all the Dawn, Saturday and international parcels are processed and handed over to the couriers before close of business.
• All parcels in this category should be written in the designated book and should be signed for by the recipient of the parcel.

• Profile number of the parcel.
• Type of urgency (SDX, DAWN, SATURDAY or INTERNATIONAL)
• Date the parcel was done.
• Time the parcel was handed over to the recipient.
• Signature of the recipient.
• Name of the person who handed the parcel over to the courier.

Any shortcomings or challenges need to be communicated immediately after they have been identified to the originator of the email (reply to all).

From time to time someone from order processing will phone for assistance.

Moving parcels back to status 70 or 76 upon request from the clusters.

Printing of schedule 6 totes upon request.

Re dispatching of parcels to a different courier as requested by tracking.

Parcels to be reprinted for collection at reception as requested.

Several departments need to be liaised with and they are as follow:

• All stock problems identified on the priority list or urgent emails need to be communicated to the clusters via email.
• If any parcel on the priority report or urgent emails should be delayed for any reason it should be communicated to the clusters.
• Parcels that need to be fetched from the couriers and taken to stock returns will be done on request from tracking.
• Same day parcels that will not be dispatched before the 10H00 cut off time will be communicated to the tracking team as well as the Medilog team.
• Oncology/Special meds parcels not identified on the urgent email as such should be communicated to the special meds/oncology team.
• If a parcel will not get dispatched because it is fridge it needs to be communicated to the clusters via email.
• Liaising with tracking team to get authorisation for next days, same days, Saturdays and dawn deliveries (these deliveries cannot be done without approval).
• Priority parcels returned from the couriers should be investigated for any faults and should then be processed as priority once fixed.

• Assisting with priority picking when needed.
• Assisting in regulating the priority parcels if needed.
• Assisting in any other department identified by the reporting line manager.
• Participating in the yearly stock take.

Grade 12

Qualified Basic Assistant

1 year Medipost App

SAPC registered as a qualified Basic Assistant

• Keen attention to detail.
• Think on his/her feet and confidence in making decisions.
• Take initiative.
• High stress tolerance.
• Analytical.
• Ability to follow through on challenges.
• Deadline orientated.
• Ability to delegate tasks.
• Excellent inter ersonal and relationship building skills.
• Must be able to work with people and be adaptable to assist with various departmental duties.
• Must be bilingual (with English being at least one of the languages).
• Effective time management.
• Be able to work under pressure.
• Passion for your work.

"Medipost Holdings is committed to the promotion of employment equity within the workplace which is a driving factor in all recruitment decisions" Medipost further encourages and welcomes applications from persons with disabilities in creating a diverse and equitable workplace"