Operations Administration

• Location: 

  United Kingdom,West Yorkshire, York

• Posted: 26/08/2009 19:07

Ensure that all customer orders are processed and manifested

Accurate daily input of finished production data allowing prompt and accurate customer invoicing to be undertaken.

Ensures the accurate maintenance of personnel data and training documentation.

Maintains an effective and current Safety & Quality Management System

Customer complaints are responded to, closed out and trended

The generation of Technical Key Performance Indicators

1.      Ensure all completed production quantities are accurately inputted into access system allowing timely completion of customer invoicing process

 

2.      Ensures all personnel records are updated, documented, filed and available for immediate access when required for auditing purposes

 

3.      Timely completion of technical data entry and administrative tasks; accurate, reliable KPI, trend and reporting output

 
Ensures the organisation can confirm the quantity, type and price of goods delivered to our customers, matches the quantity, type and price of goods invoiced to our customers

(a)   Receive, collate and input all completed production jobs

 Collate daily process and packing records and accurately record data into access system

-  Verify and audit data entry

Carry out controlled stock adjustments to system when authorised by Financial Controller

Ensures all documentation filed and available for audit

(b) Personnel records updated, maintained and available for audit

Ensures all personnel records are up to date
Inputs into holiday planner authorised holiday forms

Documents and files all training documentation allowing immediate access for audit

Inputs occurrences of absence, disciplinary, lateness

Ensures yellow absence from completed and issued to Area Management for action

© Supporting administration to meet business requirements

Generation of personnel letters and communication

Input of other operational data

Basic analysis of operational data

(d) Customer complaint correspondence & non-conformance administration

Routine response letter generation

-Non-routine incident identification and closure support for Quality Manager

 (e) Technical KPI management and reporting


Capture and chase as required for raw data

Data manipulation to allow KPI's to be generated

Report formatting and commentary capture from QA or Technical Manager, then publish

Non-routine and year on year trend reports

(f) Safety & Quality Management System (QMS) administration

Primary owner of the QMS tree and controller of document submission, approval and inclusion process

Generation and issue of referencing codes following the prescribed coding system
  QMS directory and file organisation

  QMS document version control manager

  Hyper-linking of the indexed description to the live documents and maintenance of all active links

  Support on the generation and update of selected policies, procedures and forms

(g) QMS Internal Audit administration

  Agreement of the procedural review schedule with the Quality Manager

  Assignment of audits to nominated system, auditors

Monitor and closure of system audits

  Action log management for resulting audit actions against non-compliances / enhancements

(h) Traceability and Coding

Maintain familiarity with the traceability and coding systems

In the event of an incident or audit requirement to provide support in completing traceability exercises, utilising the individuals extensive knowledge of the QMS and the due diligence documentation completed within the factory

(i) Confirmation of customer invoicing

Accurately and timely compiles the following documents – customer order, manifests, invoice and customer POD

On completion of the above reports any variances of quantity, type and price of goods




Hays Office Support and Secretarial is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.com

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