Administration Clerk

Full-time

Administration Clerk

Function
Nursing
Facility
Life Flora Hospital
Position
Administration Clerk
Introduction
A vacancy exists for an Administration Clerk, based at Life Flora Hospital, reporting to the Senior Accounts Clerk, Elsje Rodrigues. The successful incumbent will be responsible for all processes to order, receive, issue and manage stock levels of all hospital stationery and documentation, assistance with the management of agency Purchase Requisitions, agency month end reporting and daily follow up of outstanding manual agency forms that needs to be completed. Create Purchase requisitions and manage until invoice is submitted for payment, as needed and identified. Assist with meeting minutes as required.
Critical Outputs
  • Responsible for the procurement, control, management, and distribution of all stationery requirements
  • Ensuring that procurement and purchasing is conducted in terms of the approved company policies, procedures and frameworks
  • Ensuring that all purchase orders are processed accurately, timeously and within budget availability
  • Maintaining of accurate quantities to ensure minimal stock redundancies and costs
  • Management of relationship with suppliers to ensure uninterrupted supply and services
  • Resolving all queries and complaints from suppliers immediately in a professional manner
  • Maintain adequate filing systems for all documentation
  • General housekeeping of the stationary storeroom
  • Maintaining and ensuring good customer relations and service to the various role players within the hospital.
  • Flexibility in judgment to assess and deal judiciously with multiple and competing work demands
  • Editing, typing, and prioritizing correspondence and meeting minutes
  • Meet deadlines
  • Creating Purchase Requisitions for Departments as the need arise
  • Follow up Purchase orders with companies, to confirm completion of work and submit invoice for payment
  • Assist to confirm that all agency Purchase requisitions had been approved by the relevant approvers by 10:00 am on a Thursday
  • Contact relevant Manager if not approved
  • Daily follow up with different departments of outstanding manual agency forms that needs to be completed (manual agency attendance register used as supporting documentation)
  • Compile monthly “Agency Head count report” that include all agency hours worked, where the agency employee did not clock on Kronos.
  • Submit “Agency Head count report” to the Regional Office on the 1st working day of the month
  • Compile the month end report, for all “manual agency hours worked”, not yet captured on a manual Purchase requisition on SAP.
  • Forward above month end report to the Financial Manager on the 1st working day of the month, to be used for month end purposes
  • Ad hoc tasks as required
Requirements
  • Minimum Grade 12
  • Experience within a healthcare environment including people management and customer service experience
  • Computer proficiency (Microsoft Word, Excel, and PowerPoint)
  • A comprehensive knowledge of SAP would be an advantage
  • Excellent communication and interpersonal skills a pre-requisite
  • Experience in dealing with customers
  • Knowledge of hospital procedures and medical terminology will be and advantageous
  • Teamwork essential
  • Ability to work under pressure
  • The position requires an enthusiastic, motivated and well-organized individual
Competencies
  • Problem-solving, analysis and judgment
  • Resilience
  • Engaging diversity
  • Verbal & written communication and presentation
  • Influencing
  • Drive & energy
  • Building relationships
  • Customer responsiveness
  • Organisational awareness
  • Excellence orientation
  • Ethical behaviour
Email
Flora.Recruitment@lifehealthcare.co.za
Closing date
Friday, July 23, 2021

Internal applicants – Before making an application, you are requested to discuss your application with your line manager. Only short listed candidates will be contacted. Should you not receive any communication after 2 weeks of closing date, kindly consider your application as unsuccessful.

External candidates will also be considered.

Explore our vacancies and find the right opportunity for you. Download the application form and email to the relevant contact person specified in the job advertisement.

Life Healthcare is an equal opportunity employer.

 

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