Debtors Clerk

The incumbent will assist in the smooth running of the department by performing administrative and non-technical functions.

Key Performance Areas

1. KPA 1: Administrative Duties
   Handle laboratory work related telephonic enquiries.
   Perform data capture of patient and donor information from the relevant requisition forms onto Meditech.
   Once logged onto BECS, complete the relevant laboratory worksheets and documents related to the receiving of samples.
   Update the required details of Drs addresses and practice numbers onto the BECS dictionary via IT helpdesk tasks.
   Log IT helpdesk and plant maintenance tasks when required.
   Prepare billing documentation for dispatch to Finance department.
   Print laboratory reports and documents for checking, signature and dispatch.
   Dispatch and file documentation.
   Maintain an efficient filing system.
   Photocopy and collate documentation.
   Raise orders on SAP when required.
   Communicate with Stores concerning reservations.
   Maintain an adequate stock of administrative consumables, including printer and fax consumables by generating Stores reservations when necessary.
   Receive reagent and consumable orders and deliveries to the laboratory as per Receipt, Storage, Usage And Disposal Of Reagents / Commercial Kits And General Consumables (SOP-SLS-).
   Prepare documents to be archived according to SOP.
   Retrieve archived documents as and when required.
   Communicate with the Finance Department concerning all billing enquiries.
   Prepare minutes of laboratory meetings as and when required.
   Communicate with external service providers concerning problems experienced with invoices, orders and deliveries.
   Follow up on outstanding orders.
   Communicate with relevant stakeholders in the event of non-conforming specimens that have been received in the laboratory, prepare, and distribute the required documentation.
   Follow up on incomplete requisitions with physicians, transplant coordinators or pathology laboratories.
   Liaise with the relevant stakeholders to ensure that there are sufficient stocks of tubes and requisition forms.
2. KPA 2: Non-technical Duties
   Collect blood samples and hampers from Inventory / Reception / Depot areas.
   Receive blood samples in the laboratory.
   Dispatch samples, consumables or documentation upon request.
   Clean the laboratory benches and equipment according to Wipe Protocol (INF-QCL-).
   Ensure personal compliance to all non-technical SOPs.
   Assist the Cytogenetics Laboratory with administrative and non-technical duties in the absence of the Laboratory Clerk: Cytogenetics.
   Assist other laboratories within the Specialised Laboratory Services Department with administrative and non-technical duties as and when required.
3. KPA 3: SHEQ Duties
   Compliance to safety policies and procedures.
   Compliance to policies and procedures to ensure that accreditation requirements are implemented and maintained.
   Identify systems non-conformances and risks and elevate problems and/or solutions to the Head of the laboratory or Technical specialist.
   Maintain compliance with Continuous Professional Development (CPD) requirements on registration with HPCSA.
   Assist with the preparation and monitoring of a scheduled maintenance and calibration program for the laboratory by maintaining Annual Preventative Maintenance & Calibration Schedule For Equipment FRM-QMD- & Equipment Installation, Verification, Maintenance And Calibration Record (FRM-QMD-).
   Arrange for the maintenance and calibration of all laboratory equipment with internal and external service providers.
   Assist with the preparation, tracking and traceability of health care risk waste when required.

Cognitive Skills

1. Analytical Thinking
2. Attention to Detail
3. Problem Solving

Personal Skills

1. Ethical Behaviour
2. Flexibility / Adaptability
3. Interpersonal
4. Customer Service Orientation
5. Communication
6. Teamwork

Technical Skills

1. Building and living the Brand
2. Technical and professional competence
3. Leadership
4. Participative leadership

Education

Matric / Grade 12.
HPCSA registered Laboratory assistant or laboratory assistant in training.

Experience and Knowledge Requirements

Computer literacy in Microsoft Office.
SAP and/or BECS experience.

Special Circumstances

Overtime as and when required.
Local travel as and when required.
Proficient eyesight and reasonable mobility.
Position not suitable for a person with a disability.