Job Advert Summary
Purpose Statement
To provide administrative support to the Head to ensure the effective and efficient running of the office and optimal service delivery.
About SABS
The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS), promote quality in connection with commodities, products and services, and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted stadardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace.
SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy. Please note that applications received after the closing date will not be considered.
Minimum Requirements
Qualifications
- Diploma in Office Administration, Office Management or a related field
- NQF Level 6
Experience
- 1-2 years relevant work experience
- Proven track record in executing Head level administrative functions
Duties and Responsibilities
Functional Management
- Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails.
- Treat information and documentation as private and confidential, and only disclose to any parties through the Head’s approval.
- Provide general administrative support to Human Capital Management as required.
- Ensure that all communications and information for Human Capital Management are directed to the relevant parties, accordingly.
- Co-ordinate all administrative arrangements for relevant Human Capital Management sessions as required (including logistical arrangements, booking of meeting rooms etc.)
- Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
- Perform special duties as directed by the Head, including the collation and summarization of information.
- Assist with the compilation of relevant documents for the Head.
- Prepare agendas, documents and meeting packs for agreed upon meetings.
- Maintain the relevant filing and record management system for Human Capital Management and other office flow procedures to ensure easy retrieval of records.
- Ensure that all in scope documents are filed, managed and updated appropriately.
- Ensure that all information relevant to Human Capital Management is provided and directed accordingly to the relevant parties.
- Coordinate the logistical arrangements of relevant Human Capital Management meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates.
- Receive and direct guests for relevant meetings and sessions in a professional manner.
- Collect and prepare all printed materials as required for meetings and sessions where necessary.
- Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilised by Human Capital Management. Notify Head to replenish stock as necessary.
- File, update and manage all documents appropriately as per standard operating procedures.
Risk and Compliance Management
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit and regulatory requirements.
- Maintain quality risk management standards in line with ISO requirements.
- Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
- Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
Stakeholder Management
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
- Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.
- Uphold the image of the office of the Head in all interactions with stakeholders.
- Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
- Convene and attend meetings and present relevant information to relevant stakeholders when required.
- Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.