JOB SPECIFICATION

SALES ORDER ADMINISTRATION CLERK


General Outline of Post

To work as part of a small team within the Sales Admin Department. The team is responsible for ensuring all sales information is constantly updated and accurate at all times as well as communicating all updated information to the relevant departments. The postholders duties also include following good practice to safeguard health & safety/food safety and maintain good working relationships with peers.

Training:Training will be given for all order processing duties. The postholder is expected to inform the Sales Admin Supervisor in the event that he/she has any doubt as to how a particular job should be done, therefore requesting additional training. The postholder must be able to display a high level of computer literacy.

Outputs:The postholder is responsible for ensuring that all day to day tasks are completed accurately and efficiently. They will input sales orders onto the computer system and/or check for accuracy. He/She will update all product information onto the computer system and ensure all documentation sent to customers is accurate.

Responsibilities:It is the postholder's responsibility to ensure that the following is carried out consistently:
1.Check specific customer loading requirements and transport documentation/manual invoices to suit
2.Produce invoices and delivery notes for all sales orders
3.Ensure all retail price administration is completed and checked prior to use
4.Total order summaries for trading department as and when required
5.Match invoices to load boards and check all relevant information is correct
6.Prepare final sales summaries. This may result in price and/or volume changes which need t be actioned against individual orders
7.Responsible for providing full support to the Traders and the Warehouse
8.Ensure that the tachograph information is recorded and information filed away correctly

Documentation:The postholder is to ensure that all documentation is completed accurately, neatly and on time.

Equipment:The postholder must be fully competent to set up and use work equipment both safely and effectively.


Health & Safety:The postholder will ensure that they are aware of company policies and procedures for Health & Safety and will at all times assist management to meet Health & Safety responsibilities. Any breach or potential breach of Health & Safety must be highlighted immediately.

Food Safety:The postholder is to ensure that all company policies and procedures (documented elsewhere) relating to Food Safety, are followed. Particular attention is to be paid to Personal Hygiene, Workplace Cleanliness (including equipment). In accordance with the prevention of Foreign Body Contamination policy, the post holder will ensure that they remove all jewellery before entering the Packhouse He/she will ensure that general housekeeping standards are maintained at a level appropriate to the food-handling environment.

Communication:The postholder will liaise with other departments at all levels, to ensure the smooth running of the operation.

Performance:The postholder will ensure that all day to day activities are completed by the end of the day. He/she must display the ability to be innovative and work on his/her own initiative towards an ongoing level of continuous improvement.

PersonalThe postholder is expected to be punctual and reliable in their
Attitude:timekeeping and must maintain a good level of conduct at all times.

Other:There will be non-routine occasions when the postholder will be required, at a Manager’s discretion, to carry out other tasks appropriate to his/her capabilities and/or experience that are pertinent to the company’s needs at the time.