XentraPharm Co-Ordinator

Overview Sims IVF Dublin 14, County Dublin, Ireland. Sims IVF is part of Virtus Health and provides fertility care with a mission to offer hope to those seeking to start a family.
Summary of Role
The role has a dual purpose:
~50-60% of the role is dedicated to acting as the XentraPharm Co-ordinator, working with the Responsible Person / Quality Manager on order processing, receipting, stock management and reporting, and storage & dispatch of medicinal products. The XentraPharm Co-Ordinator performs duties in accordance with documented procedures and GDP guidelines.
~40-50% of the role is dedicated to acting as the Executive Assistant for the Ireland Group Clinical Director, including performing general admin and HR administration tasks.
Transactional Relationships Line Management: This role reports to the Quality Manager with a dotted line to the HR Manager for specific areas of responsibility. This role has no direct reports.
Quality team
Senior management team
Location: Office-based at SIMS Clonskeagh Clinic with occasional travel to other SIMS sites.
Key Areas of Responsibility XentraPharm Operations / Logistics
Place orders with suppliers and complete all required paperwork.
Receive and process customer orders and complete all required paperwork.
Pick and pack customers’ orders and complete all required paperwork.
Prepare picking lists and pack correct amounts of products for customers.
Prepare delivery notes for dispatch with products.
Complete correct paperwork and file all documentation and records.
Arrange deliveries to customers with approved transportation suppliers and follow up on delivery times and requirements.
Populate relevant spreadsheets with all High Tech Orders.
Review POD and Transportation Graph regularly.
Sign off on pest control inspections.
Perform internal audits as required, including recalls.
Advise the Responsible Person (Deputy) of temperature excursions / non-conformances / complaints.
Attend training events and read required articles or documents related to GDP and medicinal products as provided by the Responsible Person.
Perform and sign off housekeeping logs when required.
Quarantine medicinal products and complete paperwork for inspection by the Responsible Person in cases of suspicion regarding delivery, content, timing or legitimacy.
Remain vigilant to the ongoing threat posed by Falsified Medicines.
Executive Assistance, General and HR Admin
Provide administrative assistance, diary management and general organisational support to the Group Clinical Director.
Collaborate with the HR team to assist in staff onboarding, induction, and training coordination.
Support HR processes such as maintaining training records, leave tracking, and staff communications.
Serve as a point of contact for HR documentation, employee queries, and internal communications.
Coordinate with department leads on ad-hoc clinic-wide administrative tasks, including tracking patient data and medical records through external partners’ portals.
Core Behavioral Competencies Personal Leadership
Acts with honesty and integrity at all times
Has a realistic sense of self and impact on others
Demonstrates patience and perspective in dealing with difficult situations
Accepts ownership of role and accountability of role objectives
Teamwork
Works cooperatively and effectively with colleagues from own and other departments
Listens and respects others’ points of view
Open to learning and sharing better ways of doing things
Open to new ideas with an ability to follow and implement protocols
Attention to Detail
Ensures that one’s own and others’ work, and information are complete and accurate
Follows required procedures to ensure high quality of work
Verifies information
Carefully reviews the accuracy of information provided by others
Effective Communication
Ensures regular and consistent communication
Uses appropriate communication styles (written and verbal)
Demonstrates credibility and handles confidential information with care
Managing Change
Demonstrates support for innovation and for organisational changes needed to improve effectiveness
Personal Development
Maintains professional and technical knowledge by attending educational workshops
Experience in Goods Distribution Practice and/or pharmaceutical warehousing
Knowledge of legislation relating to the wholesaling of medicinal products
Previous experience in HR administration
Terms and Conditions of Employment Weekly Hours: 37.5 hours; Working Day: Core hours of 7:00 to 18:00, Monday to Friday
Location: Office-based at Sims IVF Clonskeagh Clinic with occasional travel to other SIMS sites
Salary: Commensurate with experience
How to apply: Please submit a cover letter along with an up-to-date CV; email to recruitment@sims.ie

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