Job Purpose
To provide administrative and general support to the department to ensure 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 Surveillance & Security 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 issues with assigned clients.
- 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
Skills and Knowledge
Planning and co-ordination
Handling information / following instructions
Clerical Administrative functions
Problem-solving
Checking / attention to detail
Writing formal correspondence
Taking 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.
