Job Purpose
To provide a wide range of administrative and general support duties of a responsible, confidential and complex nature to ensure the seamless implementation and consistent delivery of services provided by the business unit’s Executive Office to all clients and stakeholders. The role has a lead administration responsibility and may delegate or reassign work to other support staff in the business unit.
Key Performance Areas
Office Administrative Support
- Provide administrative support to the executive office (including e-mails, mail and telephone)
- Allocate and reconcile supplier invoices correctly and resolve all queries
- Submit expense claims to the Finance department as per company policy and procedures.
- Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
- Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documents
- Store confidential documents for safe keeping
- Coordinate the flow of paper and electronic documents to the appropriate parties
- Follow through on outstanding issues and action lists from minutes with relevant HODs
- Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
Executive Support
- Provide administrative support to the executive office (including e-mails, mail and telephone)
- Manage the diary of the GM
- Plan time in GM’s diary for follow-up and action steps from meetings
- Prepare internal and external communication documents for GM
- Type correspondence proficiently including letters, faxes, etc.
- Manage calls, queries and requests received by the GM’s office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant managers within the business unit.
- Troubleshoot and resolve issues with assigned clients or other stakeholders.
- Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
- Consolidate budget information and record and monitor monthly expenses, escalating any variations to budget
Meeting Co-ordination
- Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
- Complete and distribute agenda and minutes timeously
- Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
- Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
- Arrange catering in line with RSVP’s and dietary requirements of the attendees.
Project Co-ordination
- Co-ordinate special projects as allocated by General Manager.
- Conduct research and analysis that may be needed for projects or presentations.
- Communicates with stakeholders, clients, visitors to achieve aims of projects.
- Monitor progress of projects allocated to staff by GM.
- Consolidate information from across the business unit and prepare reports to GM on progress, implemented actions, challenges, etc.
Education
- Business Administration or Secretarial Diploma
- Grade 12
Experience
- Minimum of 5 years’ experience in an administration or secretarial role
- Track record in project co-ordination
- Experience in events co-ordination is an advantage
Work conditions and special requirements
- Ability to work shifts that meet operational requirements. This may include extended hours.
- High business ethics and confidentiality
Skills and Knowledge
- Decision-making skills
- Multi-tasking
- Planning and co-ordination
- Handling information / following instructions
- Clerical Administrative functions
- Problem-Solving
- Checking / attention to detail
- Writing formal correspondence
- Take initiative
- Customer service orientation
- Stakeholder Relationship management
Equity
Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.