XentraPharm Co-Ordinator & Executive Assistant12-month maternity cover, full timeEffective date: ImmediatelySims IVFSims IVF is one of the leading fertility clinics in Ireland. Since 1997, we have cared for thousands of patients needing treatment to realise their dream of having a baby and have helped pioneer IVF technology in Ireland. We strive to bring the joy of a family to those who need help with their fertility and to assist people in a confidential, professional and caring manner. Our mission is to provide hope to all those that need help starting families.Sims IVF became part of the Virtus Health family in 2014. As part of Virtus Health, one of the world's leading fertility groups, we share experience and knowledge from around the world, ensuring you get access to the very best reproductive medical care.Summary of RoleThe role has dual purpose:~50-60% of the role is dedicated to acting as the XentraPharm Co-Ordinator and will work with the Responsible Person / Quality Manager on order processing, receipting, stock management and reporting, and storage & dispatch of medicinal products. The XentraPharm Co-Ordinator is required to carry out his/her function in accordance with a documented set of procedures and as per strict GDP Guidelines.~40-50% of the role is dedicated to act as the Executive Assistant for the Ireland Group Clinical Director including performing general admin & HR administration tasks.Transactional RelationshipsLine Management:This role will directly report to the Quality Manager with dotted line to the Quality Manager and HR Manager with regard to specific areas of responsibility.This role does not have any direct reports.Key Interdependencies:· Quality team· Senior management teamLocation: Office based at SIMS Clonskeagh Clinic with occasional travel to other SIMS sitesKey Areas of ResponsibilityXentraPharm 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 list and pack correct amount of products for customer.Prepare delivery notes for dispatch with products.Complete correct paperwork.File and maintain all documentation and records· Arrange deliveries of products to customers using the approved transportation supplier and follow up on delivery times and customer requirements and dispatch product.· 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 any temperature excursions / non-conformances / complaints.· Attend training events and read any required articles or documents that may improve knowledge of GDP and medicinal products as provided by the Responsible Person.· Perform and sign off on house-keeping logs when required.· Quarantine medicinal Products and complete paperwork for inspection by the Responsible Person where there is suspicion surrounding the delivery, content, timing or legitimacy over the medicinal products.· 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 but not limited to tracking specific patient data and/or medical records through external partners' portalsCore Behavioral CompetenciesPersonal 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 accepts accountability of role objectivesTeamwork· Works co-operatively and effectively with colleagues from own and other departments with different skills and objectives to achieve best outcome· Listens and respects others' points of view· Open to learning and passing on better ways of doing things· Open to new ideas with an ability to follow and implement protocols and proceduresAttention 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 and checks the accuracy of information provided by othersEffective Communication· Ensures regular and consistent communication takes place· Uses appropriate communication styles (written and verbal)· Demonstrates credibility and handles confidential information with care· Manages conflict effectivelyManaging Change· Demonstrates support for innovation and for organisational changes needed toimprove the organization's effectivenessPersonal Development· Maintains professional and technical knowledge by attending educational workshops as required by Sims GroupDesirable Criteria· Experience in Goods Distribution Practice and/or pharmaceutical warehousing· Knowledge of legislation relating to the wholesaling of medicinal products· Previous experience in HR administrationTerms and Conditions of EmploymentWeekly Hours: 37.5 hoursWorking Day: Core hours of 7:00 and 18:00, Monday to FridayLocation: Office based at SIMS Clonskeagh Clinic with occasional travel to other SIMS sitesSalary: Commensurate with experienceApplication Details· Please submit a cover letter along with up-to-date CV· Email subject Line- XentraPharm Co-Ordinator & Executive Assistant· Please email to: Job Types: Full-time, Fixed termContract length: 12 monthsWork Location: In person