Operations Administration

• Location: 

  United Kingdom,West Yorkshire, York

• Posted: 04/08/2009 12:12

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
 
-          Receipt and logging of customer complaints
-          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
 





Skills Profile 
Data entry accuracy – data being handled drives the compilation of weekly business performance monitoring and key performance indicators. Individual able to demonstrate a consistent performance to accurate data entry, through robust verification
 
Task Effectiveness – able to demonstrate the completion of tasks in a prompt an efficient manner, completed on time with no impact to the generation of business performance results. Is not distracted and focuses on getting the job done and proactively seeks further insight into business.
 
Operates an organised work area – everything files and in its place when required – information can be easily and swiftly accessed in the event of a customer audit.
 
IT Proficient – can demonstrate a good (intermediate to advanced) understanding of word, excel and access system – with output immediately suitable for presentation
 
Customer empathy – able to deal with customer order / complaint queries in a prompt and efficient manner – escalating any issues to the respective commercial / technical contact
 
Task awareness - can demonstrate an understanding of context for the functions being completed
 
 
Behavioural Profile 
Communication - uses written and verbal communication to give a precise statement of the situation, the issues and proposals for resolution
 
Improvement - constantly reviews current ways of working, identifying options to achieve the same results in a more efficient manner
 
Commitment - puts the goals, purpose and values of the Company first, takes breaks when work completion allows, gets the job done even if this involves staying back 30 minutes rather than “I'll get it done tomorrow”
 




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

• Report this ad
• Save
• Share by email