Senior Despatch Administrator

Title:

Senior Despatch Administrator

Company:

Ipsen Biopharm Ltd

Job Description:

Ipsen is a growing and dynamic specialty-driven biopharmaceutical company focused on innovation and specialty care.

The patient is at the heart of everything we do, and we also care for our employees because they are the ambassadors who truly make a difference. We attract and develop bold, agile and entrepreneurial individuals who take full ownership of their decisions, leaders drawn by a purpose to make a direct impact through their work in people’s lives, all of which is underpinned by our Ipsen Way of Being.

The Senior Dispatch Administrator will be responsible for executing the daily distribution tasks as outlined in the Sales and Distribution Plan. This position will serve as the primary point of contact for all day-to-day operations within the Dispatch department. You will ensure the Despatch Department operates efficiently and effectively, shipping products in correct quantities to the right customers on time. Understand regional differences in customer expectations globally.

Main responsibilities

Commercial Shipments

• Lead day to day activities for the Despatch Team

• Ensure UK and Export orders are processed efficiently and accurately

• Ensure all the necessary paperwork/labels are present, correct and complete to facilitate the accurate despatch of product

• To ensure correct batches are selected to fulfill orders

• Notification of despatches have been completed to couriers, customers, Customs & Excise,

• Customers are notified of potential problems relating to forthcoming despatches

• Awareness of regional differences which could affect customer requirements

• Competent in all aspects of UK and Export paperwork

• Arrange all necessary transport for shipments, taking into account temperature requirements and hazardous categories

• Support management of Weekly Despatch Plan to ensure despatches are organized to fit in with flight schedules, customer requirements, country specific requirements and on-site resources

• Maintain a customer database of regularly requested instructions for shipment

• Liaison with the local Chamber of Commerce for legalization of documents

• Liaison with QA Support to ensure all relevant batch specific documentation is available as per country or customer requirements, prior to the planned despatch date

• Liaison with Sales Administration, Dreux with respect to customer and country specific requirements to ensure product is not held at Customs or elsewhere preventing its delivery to the customer

• Liaison with Ipsen site for all orders and requirements relating to UK customers

Non-commercial Shipment Coordination

• Arrangements of hazardous shipments throughout the UK and Worldwide, ensuring all necessary paperwork including import/export licenses are present

• Liaison with recipients of toxin shipments to ensure a complete audit trail of shipments sent and received

• Competent on the current computerized stock systems to create and process despatch notes and invoices

• Coordinate miscellaneous despatches

People management

• Support the Logistics manager in setting departmental and operator objectives.

• Support the Logistics manager to develop the Despatch team this includes participating in operators’ development meetings and agreeing development objectives.

• Support the recruitment process.

• Support performance improvement plans.

Supporting Activities

• Participate in the routine counting of Released to Sale stock and help with investigations if discrepancies are found

• Actively participate in product recalls in conjunction with QA

• Coordinate the return of product in conjunction with the Complaints Manager and subsequent despatch of those returns, if applicable, to Signes or Dreux, ensuring export licenses are in place if the returns involve Controlled Drugs

• Compilation of the Despatch information for the core and local briefs

Continuous Improvement

• Lead problem solving activities and support developing the team’s continuous improvement skills and the delivery of appropriate improvement projects

• Leading and driving department Key Performance Indicators

• Deliver various continuous improvement activities

Works within GMP / EHS requirements

• To perform assigned tasks whilst always adhering to current GMP requirements

• Report any compliance concerns to your line-manager or Quality Assurance Compliance

• To always work in a safe manner, and raise any Health and Safety concerns to your line-manager or the EHS team

• Do not perform any tasks you are not trained to complete

• Ensure all training is kept up to date and documented by adhering to training plan requirements

Health & Safety

• Lead team in ensuring department always adheres to all EHS legislation and guidance.

• All tasks, process steps and chemicals must have a corresponding EHS assessment (Manual Handling, Puwer, COSHH, General Risk Assessment)

• Hazards, Incidents and Accidents must be reported in accordance with site standards

Knowledge, abilities & experience

Education / Certifications:

• Ideal: Export related qualification

• Minimum: 5 x GCSEs (including Maths & English)

Experience:

•  Ideal: 3-5 years in a similar role, exposure to the pharmaceutical industry

• Minimum: 3 years in similar role

Languages:

•  English, French a advantage

Key Technical Competencies Required

• Pro-active

• Demonstrable knowledge of Despatch systems and operating principals

• Able to identify and solve problems

• Able to work under pressure, whilst ensuring high performance levels and work standards including meeting deadlines

• Able to communicate at all levels of the business, with external providers, customers and regulatory bodies

• Agile

#LI-ONSITE

IPSEN is committed to equality of opportunity for all staff and applications, individuals are encouraged to apply regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.