Administration Assistant
Location: Roodepoort, South Africa
Closing Date: 03 December 2025
Position Type: Permanent / Full-Time
Department: Veterinary Laboratory – Administration
Reports To: Administration Manager
1. Position Overview
The Administration Assistant – Veterinary Lab plays a critical role in supporting the operational efficiency of the laboratory by ensuring smooth sample intake, accurate data processing, effective customer communication, and strict adherence to quality management procedures. This role serves as the first point of contact for clients, couriers, and internal stakeholders, and requires exceptional organisational skills, attention to detail, and the ability to work accurately within a fast-paced environment.
The incumbent will be responsible for receiving, registering, and coordinating laboratory samples, managing administrative workflows, handling customer queries, and supporting financial and quality control processes. As an integral member of the veterinary laboratory team, the Administration Assistant contributes to the timely delivery of laboratory services and assists in maintaining compliance with internal and external quality standards.
2. Key Responsibilities
2.1 Sample Intake and Processing
- Receive and verify all deliveries, ensuring correct documentation and proper handling of specimens.
- Manage the intake of samples from customers, veterinarians, external laboratories, and courier services.
- Ensure that all submission forms correspond accurately with the samples submitted.
- Check requirements of analyses before registration or release into the laboratory to avoid processing errors.
- Register samples into the Laboratory Information Management System (LIMS) with a high level of accuracy.
- Update various statistical sheets, logs, and documentation linked to sample receipt, testing requirements, and workflow tracking.
- Coordinate the outsourcing of samples to external testing facilities when required, following company procedures.
2.2 Customer Service and Communication
- Handle customer communication promptly and professionally, offering assistance, guidance, and updates regarding sample status, reporting timelines, and queries.
- Resolve sample receipt queries in collaboration with laboratory staff, couriers, and clients to prevent delays or discrepancies.
- Provide follow-up communication for concerns or complaints, ensuring client satisfaction and compliance with service-level expectations.
- Act as the first contact point at reception, providing friendly and efficient service to visitors and callers.
2.3 Administrative and Office Support
- Carry out general administrative duties including filing, photocopying, scanning, and maintaining organised records.
- Support the daily operations of the administration office, ensuring timely completion of documentation and electronic records.
- Maintain a clean and organised reception and office environment.
- Perform receptionist duties, including answering phones, directing enquiries, and greeting visitors.
- Serve as contingency support for the Administration Manager during periods of absence, ensuring smooth continuity of administrative operations.
- Provide assistance to other Administration Assistants during busy periods or staff shortages.
2.4 Finance and Quality Management
- Liaise with the Finance Department regarding invoices, customer accounts, on-hold customers, and outstanding payments.
- Assist with maintaining accurate financial and administration records related to sample processing and invoicing.
- Comply strictly with the company’s Quality Management System (QMS), ensuring all processes and documentation adhere to accreditation and audit standards.
- Support the implementation of quality procedures and contribute to continuous improvement initiatives.
3. Minimum Requirements
3.1 Education
- Matric / Grade 12 (Essential).
- Additional tertiary training in Administration, Customer Service, Office Management, Laboratory Administration, or related fields (Advantageous).
3.2 Experience
- At least 1–3 years of administrative support experience in a laboratory, medical, veterinary, scientific, or related environment (Preferred).
- Experience working with LIMS systems or similar data management systems (Advantageous).
- Experience in client-facing or customer service roles.
3.3 Skills and Competencies
- Strong organisational and administrative skills.
- Excellent attention to detail and accuracy in data capturing.
- Ability to handle high volumes of samples and administrative tasks under pressure.
- Strong written and verbal communication skills.
- Customer-oriented attitude with a professional and patient approach.
- Computer literacy (Microsoft Office Suite: Word, Excel, Outlook, and data systems).
- Ability to work in a team and independently with minimal supervision.
- Problem-solving abilities, especially relating to discrepancies in sample submissions or documentation.
- Time management skills to prioritise multiple tasks and meet deadlines.
4. Personal Attributes
- High level of integrity and reliability.
- Professional and well-presented conduct.
- Ability to maintain confidentiality at all times.
- Strong interpersonal skills with the ability to interact with diverse clients and colleagues.
- Calm and composed in a fast-paced, high-pressure environment.
- Quality-driven mindset with commitment to accuracy and compliance.
5. Working Conditions
- Laboratory office environment with regular interaction with biological samples.
- Normal working hours with potential need for flexibility during peak periods.
- Frequent interactions with couriers, laboratory personnel, customers, and external stakeholders.
6. Purpose and Impact of the Role
The Administration Assistant ensures that the Veterinary Laboratory functions effectively by maintaining accurate records, supporting sample flow, and upholding high customer service and quality standards. This role is essential to the laboratory’s ability to deliver timely and reliable test results, contributing directly to animal health diagnostics and client satisfaction.
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