Team leader - clinical warehouse operations Job at Cencora (Melbourne)

Job Description

Under the direction of the General Manager, Supply Chain, the Team Leader - Clinical Warehouse Operations leads and manages the daily depot operations including staff and operational daily scheduling for the Pharmaceutical team. This position also manages complex problem resolution ensuring the quality and integrity of all processes related to stored material: reception, storage, shipment, return and/or destruction, according to Standard Operating Procedures or any other required standard. This is a hands-on position and as such, this position will need to learn all aspects of Clinical Supply Solutions and support the team actively with daily tasks. This function is also responsible for the organisation of the Pharmaceutical team to ensure all daily tasks are fully accomplished according to Client requirements. This position is categorized as compliance critical and, as such, requires and is assigned specific responsibility for ensuring continual and proper compliance with all division, corporate and regulatory requirements.

Job Responsibility

Leads and manages the daily depot operations including staff and operational daily scheduling for the Pharmaceutical team
Manages complex problem resolution ensuring the quality and integrity of all processes related to stored material: reception, storage, shipment, return and/or destruction, according to Standard Operating Procedures or any other required standard
Responsible for developing and managing daily schedules and work plans, aligning resources and priorities to achieve Client Key Performance Indicators targets and support optimal team performance and productivity
Monitors the overall performance of staff members to ensure compliance with guidelines
Maintains established procedures concerning quality assurance, security of controlled substances and record keeping
Monitor work processes and implement modifications to increase and improve productivity, efficiency and accuracy for the purpose of improving costs
implement changes as directed or needed
Ensure regulatory compliance standards are adhered to, and that regulatory information is transferred appropriately to local staff and the corporate compliance team
Manages the restrictions (scope, cost, time, human resources, etc.) to guarantee the depot complies with the expected performance indicators
Be aware of the metrics related to depot operations and assure the business continuity taking part in the planning process and business development activities
Identifies and escalates to the General Manager Supply Chain and Human Resources any possible issue related to the depot staff that may impact the operational performance and/or working environment, such as change in local regulation, union representations, etc
Actively works on World Courier Guidelines review and update
Leads department meetings and in-service training for staff
Train team members on the process as an Subject Matter Expert and develop training plan for each team member to ensure compliance and competency
Assures that all Customers’ concerns are duly assessed and follows-up the implementation of any preventive/corrective action. Responds to customer inquiries, requests, and issues when situations demand escalation to a higher level of authority
Assists the Quality Assurance team in the internal audits performed by World Courier Quality Assurance Department providing all the requested information during the process and assuring the completion of all action plans
With the assistance of Quality Assurance Specialist, attends Customer`s audits at the Depot
Collaborates with internal departments to make reports in a timely manner
Scheduling of depot rosters/shifts
Responsible for planning and tracking daily orders and depot activities
Required to be available on call 24/7 to provide telephone assistance in case of an emergency or urgent request as well as in person attendance for emergency response in case of any concern occurring at the facility in relation to temperature control of the product
Participate in reviewing and authoring global and local Standard Operating Procedures, Work Instruction’s and Tracking Reference Number documents
Work in all temperature controlled environments including but not limited to +15 to +25°C, +2 to +8°C, -20 to -30°C
Physically perform packing process of inbound, outbound and returned shipments using Cencora World Courier packaging products where required
Participate in occasional scheduled weekend tasks for stock control, balance sheet and cold chamber cleaning processes
Lead continuous Improvement initiatives to ensure processes are streamlined
Fully trained in the Clinical Enterprise Resource Planning
Verifies and signs operation jobs
Have deep knowledge of all the protocols stored at World Courier Depot to provide instructions to all the Depot Staff
Willingness to be trained how to use Export Waiver Process equipment and/or Forklift
Required to be available on call 24/7 to provide telephone assistance in case of an emergency or urgent request
Perform any other duties the employee has been trained for as assigned
Keep Internal Stakeholders informed of the progress of their order and shipment
Collaborate with Internal Stakeholders to find appropriate resolutions to Clinical and Commercial matters to ensure ongoing client satisfaction
Liaise with the Transport Customer Service team in relation to World Courier transport bookings and ensure correct processes are followed
Provide information to all World Courier Australia business units to ensure work output is coordinated in an effective manner
Contribute to team and organisational wide discussions by sharing ideas, experiences and recommendations around improving the effectiveness and efficiency of the business
Effectively collaborate with all Internal Stakeholders to ensure the function is operating effectively and efficiently, while maintaining a harmonious team environment
Comply with standard operating procedures and policies to ensure that the function is demonstrating consistent practices nationally and is in line with strategic objectives
Ensure World Courier Australia compliance with all government legislative and other requirements such as Australia Customs Service, Civil Aviation Safety Authority, Australian Quarantine and Inspection Service, International Air Transport Association, International Organization for Standardization
Ensure full compliance with international local regulations such as World Courier Australia Registered Air Cargo Security Program (Registered Air Cargo Security Program) Australian Customs International Air Transport Association regulations
Ensure full compliance with World Courier Australia quality management systems (Good Practice)
Actively promotes a culture that values a safe and healthy workplace
Take reasonable care of, and cooperate with actions taken to protect
The health and safety of both themselves and others
Report all accidents, incidents and hazards to their supervisor as soon as is practicable
Ensure compliance with relevant Occupational Health & Safety legislation and that any issues are identified and actioned in line World Courier Australia policy

Requirements

Normally requires two (2) to four (4) years directly related and progressively responsible experience, including at least one (1) year in a management role and preferably in the Clinical Trial business
Preferable for candidate to have some work experience in warehousing
Full command of English
Preferable to have a broad training in fields such as business administration, accountancy, sales, marketing, computer sciences or similar vocations
Completed Year 12 VCE (or equivalent)
Excellent written and verbal English, with strong professional communication skills (active listening, negotiation, de-escalation/conflict resolution, timely updates, and action closure)
Physically able to safely lift up to 20kg independently in line with manual handling training
Flexible and adaptable, able to work quickly and accurately under pressure, tight timeframes, and high-volume demands while maintaining a calm, client-focused approach
Self-driven and proactive, using initiative to work autonomously, resolve client issues, and identify/improve processes through creative problem-solving and sound decision-making
Strong leadership and teamwork, demonstrating reliability, accountability, integrity, discipline, humility, cooperation, and strong interpersonal skills
Analytical and reporting capability, with high numeracy, strong attention to detail, and the ability to organise, interpret, and present data and insights clearly
Strong systems capability, including advanced Microsoft Office skills (Excel pivot tables, VLOOKUP, advanced formulas
Word, Outlook, PowerPoint) and experience with Warehouse Management Systems
Pharmaceutical compliance awareness, with understanding of the sensitivity of handling pharmaceutical products and working to and reviewing Standard Operating Procedures
Demonstrates a growth mindset: open to feedback, willing to take on work beyond standard scope, asks for help when needed, and supports team development
A calm and customer focused approach

Nice to have

Preferable for candidate to have some work experience in warehousing
Preferable to have a broad training in fields such as business administration, accountancy, sales, marketing, computer sciences or similar vocations

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