Administrator

Discovery – Health

Operations Administrator: Discovery Medical Suppliers

About Discovery

Discovery’s core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery. Our fast-paced and dynamic environment enables smart, self-driven people to be their best. As global thought leaders, Discovery is passionate about innovating to not only achieve financial success, but to ignite positive and meaningful change within our society.

About Discovery HealthCare Services

DHCS consists of seven teams that are supported by dedicated Shared Services, Finances and Business Support teams. The teams under DHCS are:

1. Executive Wellness
2. Corporate Wellness
3. Health Coaches
4. Southern Rx Pharmacy and Discovery Medical Suppliers
5. Home Health
6. Corporate Clinics
7. Nanolabs

Through its teams, DHCS aims to:

1. Provide quality care by bridging the gaps in the current market with high quality services
2. Enhance the member journey through convenience, reduced co-payments and lessening the administrative burden
3. Realise scheme savings by identifying the opportunities to expand through supply chain and capture value through better procurement and eliminating waste
4. Brand differentiation by providing members with innovative services that leverage the latest health technology

About Health Clinics

DMS is a specialised supply chain organisation responsible for the efficient distribution, storage, and management of medicines, medical devices, and healthcare products on behalf of manufacturers and clients.  As an integrated supply chain parter, the wholesaler ensures that products move safely, compliantly, and effectively from suppliers to healthcare providers, corporate clients, clinics, pharmacies and other authorized recipients.  Operating under strict GWP (Good Wholesale Practice) and GDP (Good Distribution Practice) standards, the wholesaler managers the end-to-end logistics processes – including maintaining full product traceability and quality assurance throughout the supply chain.  By coordinating directly with manufacturers, healthcare facilities and regulatory bodies, the wholesaler ensures the reliability and timely availability of stock, accurate fulfilment of orders, optimal stock holding and the prevention of shortages, wastage, or product deterioration. They provide tailored supply chain solutions for a diverse client base.

Job Purpose

To provide hands on administrative and operational support across the supply chain function within the wholesale environment. The role ensures accurate order processing, coordination between suppliers, couriers, and internal stakeholders, while maintaining compliance with regulatory requirements.  The administrator plays a key role in ensuring efficient inventory flow, timely fulfilment, accurate documentation, and effective communication along the supply chain.

Key Outputs

The successful applicant will be responsible for but not limited to the following job functions:

The successful applicant will be responsible for but not limited to the following job functions:

Order & Procurement Administration

• Process purchase orders (PO’s) accurately and ensure timely submission to suppliers
• Track order status, shipment times, and back orders
• Follow up with suppliers on confirmations, delivery dates, shortages and discrepancies
• Maintain accurate supplier documentation, licenses, and contracts.

Inventory Coordination

• Monitor stock levels and communicate replenishment needs
• Update inventory systems with new stock, batch numbers, and expiry dates
• Assist in cycle counts, reconciliations, and investigation of variances.
• Help coordinate recalls, quarantines, and product holds as per the SOP.

Warehouse & Distribution Support

• Coordinate with warehouse teams on inbound deliveries, put away, and outbound dispatch.
• Prepare dispatch documents (invoices, pick lists, delivery notes)
• Liaise with logistics and courier parters regarding collections, delivery times, and exceptions
• Monitor delivery performance and escalate issues

Compliance & Regulatory Administration

• Ensure all documents aligns with GDP and GWP requirements
• Maintain supplier and product regulatory records (licenses, permits, registrations)
• Support audit preparation (internal, external, quality, SAHPRA)
• Ensure accurate batch traceability and document retention

Systems & Data Management

• Capture and update supply chain data on WMS (Warehouse management systems) or other relevant systems
• Maintain accurate pricing, product codes, supplier info, and SKU data
• Prepare reports on stock movements, service levels, order status, and supplier performance
• Support digitization and system optimisation initiatives

Stakeholder Communication

• Act as the coordination point between suppliers, warehouse staff, health care providers, and operations teams.
• Respond to queries from internal and external stakeholders
• Communicate delays, stock issues, and risks proactively

General Administrative Support

• Maintain accurate filing systems (physical and digital)
• Assist with invoice matching, GRV capturing, and cost reconciliations
• Support procurement and supply chain projects as required
• Prepare meeting packs, minutes, and follow-up actions

Education required: Essential:

• Matric/Grade 12
• 2 years administrative experience in supply chain, logistics, or pharmaceutical environments

Would be advantageous 

• Certificate in Supply Chain, Logistics, Administration or related field

Experience required: Essential:

• Knowledge of pharmaceutical wholesaling, inventory control, and supply chain workflows.
• Understanding of GDP/GWP regulatory standards
• Proven experience with strong administrative and organisational skills
• Excellent attention to detail and accuracy 

Advantageous:

• Experience working with WMS systems
• Familiarity with SAHPRA, SAPC and compliance requirements
• Experience in pathology practice administration

EMPLOYMENT EQUITY   
                             
The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.