Controlled Drugs jobs

Reporting to the Finance Director, the Office Administrator and Coordinator plays an important role in supporting the smooth and efficient operation of the organisation, providing administrative, coordination and office support across the business. The role has responsibility for managing day-to-day office administration, reception and telephone enquiries, post, travel arrangements, customer administration and online medical device orders, ensuring that activities are handled professionally, accurately and efficiently.

The role involves working closely with colleagues across the organisation, as well as customers, suppliers and visitors. The Office Administrator and Coordinator helps maintain an organised and welcoming working environment, coordinates meetings and company events, and supports the wider team with general administrative requirements. Medical, clinical, product-related and technical enquiries are passed promptly to the appropriate personnel, ensuring that communications are handled appropriately and in accordance with company procedures.

Key Responsibilities:

1. Reception, Telephone and Customer Enquiries

• Act as the first point of contact for incoming telephone calls, responding professionally and courteously.
• Handle general customer enquiries, providing routine administrative information where appropriate and directing other enquiries to the relevant person or department.
• Forward medical, clinical, product-related or technical enquiries to the appropriate personnel within the business.
• Take accurate messages and ensure they are communicated promptly to the relevant colleagues.
• Welcome visitors, customers, suppliers and business guests, ensuring they receive a professional and friendly reception.
• Notify relevant colleagues of visitor arrivals and coordinate visitor access and meeting arrangements.
• Maintain a professional and helpful approach in all telephone and face-to-face communications.

2. Website Orders and Customer Administration

• Monitor and process incoming online orders for the company's medical devices/nutritionals ordered through website.
• Enter orders accurately into the relevant ordering or business systems and maintain appropriate order records.
• Respond to routine customer enquiries regarding order receipt, processing, delivery arrangements and order status.
• Liaise with relevant colleagues regarding stock availability, order fulfilment, dispatch and delivery queries.
• Monitor outstanding orders and follow up on routine administrative issues to ensure timely processing.
• Forward any medical, clinical, technical, product quality or safety-related enquiries or complaints to the appropriate personnel within the business.
• Follow established order-processing procedures and ensure that orders are handled in accordance with applicable company requirements.

3. Quality Assurance and Compliance

• Ensure compliance with relevant regulatory standards, such as ISO, GDP and MHRA requirements, throughout the organisation.
• To maintain an awareness of, and compliance with the company Quality policy and objectives, and applicable internal processes as per the QMS.
• Follow quality management systems within the Operations department to ensure consistent product quality and safety.
• Ensure that all operations involving controlled substances comply fully with applicable Controlled Drugs legislation

Office Hours: 9-5 with one hour lunch break.

Holiday: 25 days

Pay: £28,000.00-£40,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Private medical insurance

Work Location: In person