X7 Administration Clerk
Location: Pretoria, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
About Lancet Laboratories
Lancet Laboratories is one of the leading pathology laboratories operating across South Africa and several African countries. Our commitment to accuracy, innovation, and patient-centered care ensures that we deliver world-class diagnostic pathology services that support healthcare professionals in promoting health and saving lives.
We are driven by our core values of quality, integrity, respect, accountability, and service excellence. At Lancet, we believe in empowering our people, supporting professional growth, and fostering an environment where employees can make a meaningful contribution to healthcare.
Job Purpose
The Administration Clerk (Night Shift / Relief) is responsible for providing administrative and logistical support within the laboratory environment, ensuring the safe collection, delivery, registration, and tracking of specimens and reports between hospital facilities, depots, and laboratories.
This role is integral to maintaining efficient laboratory operations, ensuring accurate documentation, and upholding service quality and confidentiality at all times. The incumbent will assist with specimen logging, report dispatch, cash handling, and coordination of deliveries in line with Lancet’s operational standards and compliance procedures.
Key Responsibilities
1. Specimen Collection and Delivery
- Perform scheduled hospital and clinic rounds to collect specimens and deliver reports in accordance with Standard Operating Procedures (SOPs).
- Verify all reports placed on collection racks for delivery accuracy and completeness before distribution.
- Sort and organize reports, specimens, and related documents according to delivery routes to ensure efficient and timely service.
- Maintain a delivery register by recording reference numbers to serve as proof of collection or receipt by clients or doctors.
- Ensure that specimens are handled with care, transported under proper temperature conditions (using cooler bags with ice), and delivered to the correct destination.
- Ensure specimens reach the laboratory within prescribed turnaround times to support uninterrupted diagnostic workflows.
2. Laboratory Administrative Support
- Assist with specimen registration (logging), receiving, and dispatching of samples in line with laboratory procedures.
- Perform barcode scanning of specimen containers to support the tracking process within the laboratory information system.
- Facilitate the smooth flow of specimens from collection to processing by ensuring correct documentation accompanies each sample.
- Assist laboratory staff in maintaining records of specimen status, ensuring all tests are traceable from collection to result reporting.
- Provide administrative assistance during peak hours, staff absences, or as relief support across other shifts when required.
3. Stock and Supply Coordination
- Monitor consumable stock levels (e.g., specimen containers, cooler bags, stationery, collection materials) and report shortages promptly.
- Order additional stock and ensure that supplies are distributed to the relevant laboratory sections, doctor’s rooms, or depots as needed.
- Assist with maintaining accurate records of inventory usage and delivery receipts to support operational accountability.
4. Cash Handling and Financial Administration
- Collect payments from patients or clients where applicable and ensure accurate documentation and safekeeping of all cash transactions.
- Prepare cash and deposits for banking according to Lancet’s financial control procedures.
- Maintain confidentiality and integrity when handling financial information and patient-related data.
5. Communication and Coordination
- Maintain open communication with laboratory staff, couriers, and hospital personnel to coordinate timely deliveries and collections.
- Report any issues related to specimen transport, delayed deliveries, or damaged samples to the Laboratory Supervisor immediately.
- Provide courteous and professional assistance to all internal and external stakeholders, reinforcing Lancet’s commitment to service excellence.
- Handle phone and email inquiries promptly and professionally, ensuring messages and information are relayed accurately.
6. Compliance, Safety, and Quality
- Comply with all Lancet Laboratory SOPs, Occupational Health and Safety (OHS) standards, and relevant legislation.
- Ensure all specimens are transported and stored in compliance with biohazard safety requirements.
- Uphold strict confidentiality regarding patient information and laboratory results.
- Participate in periodic audits, training sessions, and quality control activities as required.
- Ensure that vehicles, cooler bags, and equipment used for specimen transport are clean, functional, and meet safety standards.
Qualifications and Experience
Minimum Requirements:
- Grade 12 / Matric or NQF Level 4 qualification (Essential)
- 0–1 year of relevant working experience in administration, courier, or laboratory support (Entry Level)
Preferred Qualification:
- Bachelor of Science (BSc) or equivalent tertiary qualification in a health, laboratory, or administrative field (Advantageous)
Other Requirements:
- Valid driver’s license (advantageous if driving between sites is required)
- Willingness to work night shifts, weekends, and public holidays on a rotational or relief basis
Knowledge, Skills, and Competencies
- Administrative Accuracy: Strong attention to detail in record-keeping, logging, and filing.
- Communication: Clear, professional communication with internal staff, patients, and clients.
- Customer Service Orientation: Courteous and service-minded approach when dealing with stakeholders.
- Confidentiality: Maintains discretion when handling patient or business-sensitive information.
- Interpersonal Skills: Cooperative and respectful interaction with team members and hospital staff.
- Telephone Etiquette: Professional handling of phone calls, inquiries, and messages.
- Organisational Skills: Ability to manage multiple tasks efficiently within time constraints.
- Teamwork: Willingness to collaborate with colleagues and assist across departments.
- Adaptability: Capable of working under pressure in a fast-paced laboratory environment.
- Technical Familiarity: Basic understanding of laboratory specimen types, handling requirements, and logistics processes.
Behavioral Attributes
- Detail-Oriented and Responsible: Ensures all tasks are performed accurately and on time.
- Dependable and Punctual: Demonstrates reliability in attendance and adherence to shift schedules.
- Integrity-Driven: Upholds Lancet’s values of honesty, trust, and confidentiality.
- Calm Under Pressure: Performs effectively in a time-sensitive, high-volume work environment.
- Team Player: Actively contributes to team success and a positive workplace culture.
- Proactive: Takes initiative to identify issues and propose solutions.
Remuneration and Benefits
Compensation is commensurate with qualification and experience, aligned with Lancet Laboratories’ competitive remuneration structure. The package includes night shift allowances, overtime eligibility, and benefits according to company policy.
Application Instructions
Interested candidates meeting the above requirements should submit:
- A comprehensive CV,
- Certified copies of ID, qualifications, and relevant certificates, and
- A cover letter referencing the job title and reference number (888738).
Applications that do not include the required documentation or are received after the closing date will not be considered.
Only shortlisted candidates will be contacted. If you do not receive a response within six weeks of the closing date, please consider your application unsuccessful.
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