Job Purpose
To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.
Key Performance Areas
Office Administrative Support
- Provide administrative support to the maintenance 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.
- Monitor staff leave as per department norms and company policy
- Capturing of staff rostering into the system and distribution and communication of rostering schedules
- 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 department to be able to access required documents
- Store confidential documents for safe keeping
- Troubleshoot and resolve first line queries with assigned clients, vendors, etc.
- Coordinate the flow of paper and electronic documents to the appropriate parties
- Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
- Follow through on outstanding issues and action lists from minutes
- Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
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
Education
- Grade 12
- Secretarial Diploma is an advantage
Experience
- A minimum of 2 years administrative / secretarial functions
Work conditions and special requirements
Ability to work shifts that meet operational requirements
Skills and Knowledge
- 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
- Relationship building
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.
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