Lab Administrator, City of Tshwane Metropolitan Municipality

Job Description

PRIMARY RESPONSIBILITIES

To assist the Admin Supervisor by effectively overseeing the Administrative functions of the division.

SPECIFIC RESPONSIBILITIES

Compliance & Employee Administration

Monitor and track laboratory personnel induction and periodic medical schedules.Ensure all medical examinations and inductions are scheduled and completed before due dates.Coordinate entry and exit medical examinations.Obtain and provide exit medical certificates to the Laboratory Manager.Assist with onboarding and administrative setup of new employees.Capture and maintain accurate leave records.Prepare and submit overtime and shift allowance claims for Laboratory Manager approval.

Operational & Inventory Management

Ensure adequate laboratory stock levels to support uninterrupted operations.Obtain supplier quotations and raise purchase requisitions as required.Maintain an up-to-date inventory.Conduct weekly stock-taking and inventory control.Prepare and submit monthly inventory reports to the Finance Department.Assist with preparation and setup of boardroom facilities for meetings.

Financial Administration

Prepare monthly Pro Forma Invoices (PFIs) and tax invoices.Distribute PFIs and invoices to clients.Follow up on client Purchase Orders (POs).Monitor client payments and coordinate allocations.Compile and maintain debtors’ aging reports.Support the Laboratory Manager with financial tracking and reporting requirements.\

General duties

Perform general Laboratory duties as required and within qualificationsMaintain a clean working environmentComplies with health and safety regulations.Keep relevant communications confidentialComplies and conforms to the laboratory quality management system (ISO17025 and SANAS)Adhere to all quality and safety requirements of the SGS management system.Perform any other reasonable tasks as assigned by direct line manager.

COMPLIANCE & AUTHORITY

Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection, and take action to address the hazard.Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.

Qualifications

Education

Senior certificate (Matric).Diploma or Certificate in Business Administration, Finance, or related field advantageous

Experience 

2–3 years’ administrative experience (laboratory or technical environment preferred)Strong proficiency in MS Office (Excel, Word, Outlook)Experience with invoicing and inventory systemsExperience with CCLAS Laboratory Information Management system (LIMS) advantageousGood understanding of financial processes and stock control

REQUIRED SKILLS

Strong organizational and time management skillsAttention to detail and accuracyAbility to manage multiple prioritiesGood communication and interpersonal skillsConfidentiality and professional integrityProblem-solving ability