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 units Executive Office to all stakeholders. The role has a lead administration responsibility and may delegate or reassign work to other support staff in the business unit.
Education & Experience:
- Secretarial Diploma
- Minimum of 5 years administrative /secretarial functions
- High business ethics and confidentiality
- Ability to work shifts that meet operational requirements. This may include extended hours
Key performance Areas:
Office Administrative Support
- Provide administrative support to the executive office (including minutes, 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 for unit and SI delegates
- Consolidating and editing of inputs from HODs to compile quarterly board report to shareholder
- Administration of legal documents and flow onto M-files
- HOD roster and Kronos management of GM direct reports
- Co-ordinate business continuity and risk management process
- Manage the flow and safekeeping of all FSGLTA related correspondence
- Maintain and manage unit petty cash
- Provide administrative support to the executive office (including e-mails, mail and telephone) Manage the diary of the GM
- Plan time in GMs 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 GMs 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
- 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 RSVPs and dietary requirements of the attendees
- 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
Preference will be given to employees from 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.
POPI Statement:
- Please note that when applying for any position, reference checks will be completed and personal information as defined in the Protection of Personal Information Act 4 of 2013 will be processed. In applying for this position, applicants will be deemed to have consented to such processing as defined in the included Privacy Statement.
- Please also note that if you have not been contacted within 1 month after the closing date of this advertisement, please accept that your application has been unsuccessful.
