Office Administrator and PA to the Rabbi

Prefered skills

Events, Multitasking, Office Administration, Attention to Detail, Empathic Design, Computer Literacy, Social Media, Microsoft Suites, Professional Communication, Customer-Focused Service

Job description

Location: Sea Point, Cape Town
Reporting to: Rabbi
Nature of contract: Permanent
Hours of work: 8am 4pm / 9am 5pm (Mon Thurs) 8am 3pm (Fridays)
Salary: Market related
Benefits: All Jewish Holidays off

INTERESTED?
Complete the Google Application form: https://forms.gle/Un3ZNcamB78de4Kw9
Closing date for applications: 27 October 2023

ABOUT THE ORGANISATION AND THE ROLE
Ohr Somayach is a communal organisation in Sea Point looking for a dynamic peoples person to be the face of their organisation, offering support on all administrative and operational matters, including communication with the public and organisation of events and be the PA to the Rabbi.
 
KEY ROLES AND RESPONSIBILITIES 
1.  PA to the Rabbi

• Provide comprehensive secretarial and PA support to the Rabbi and assist him with preparing for meetings
• Manage the Rabbis Diary
• Assist with preparation for meetings / lessons
• Keep Rabbi up to date on significant community lifecycle event

 
2. Frontline Duties

• Operate switchboard, taking messages where applicable
• Receive visitors and make them feel welcome

 
3.  General Office Administration

• Ordering of stationery and office consumables and receiving and checking of deliveries
• Receiving of credit card payments from members, counting and recording of Pushka (charity box) money and liaising in these respects with shul Bookkeeper
• General filing and printing
• Managing bookings of premises and equipment hired out by the shul
•  Coordinate with service providers to provide IT support (phone and servers) when necessary
• Other ad hoc administration duties as and when required.

 
4.  Database Management

• Update and maintain membership database current information, lifecycle events / reminders
• Administration new membership application process
• Update information on relevant Google Docs as and when required

 
5.   Communication

• Prepare and send out all routine correspondence to members
• Prepare and print weekly newsletter
• Maintain the shul website
• Preparation of Section 18A certificates

6.   Event Management

• Work with the Rabbi to arrange sponsorship for weekly communal events
• Work with the Rabbi and Rebbeztin to plan and prepare for community events
• Record bookings and collect monies as and when required
• Oversee seating process for High Holidays

 
7.  General HR

• Keep up to date records of staff leave

 
REQUIRED SKILLS & EXPERIENCE
1.  Education:

• Matric is essential and a secretarial diploma or undergraduate degree is advantageous.

2.  Experience:

• Previous experience as a PA is essential
• At least 3-5 years previous experience in secretarial, coordination or administrative position in a fast-paced working environment is essential

 
3.  Excellent Communication skills:

• Able to communicate telephonically in an effective manner
• Able to respond to queries, deal with complaints and manage difficult situations /personalities in a calm and rational manner
• A dynamic yet empathetic person who is able to build relationships with people at all ages and stages of life

 
4.  Strong Administration Skills:

• Highly organised and efficient individual who can multitask and work well under pressure to meet tight deadlines. 
• Systems oriented with good attention to detail
• A flexible, self-driven individual who is able to work autonomously while maintaining open channels of communication with a team
• A proactive individual who uses their initiative to ensure service and performance are always to a high standard

 
5.  Strong Computer Skills:

• General technological literacy is essential, as is strong working knowledge of Microsoft Suite, Excel (in particular) and an understanding of Google Docs.
• Experience with Graphic design applications and managing Social Media, advantageous

 
6.  General:

• Customer focused and friendly with a passion for service excellence
• Trustworthy and reliable with the ability to manage confidential information in a discrete and sensitive manner   
• Comfortable working in an Orthodox environment

  
Interested?
Complete the Google Application form https://forms.gle/Un3ZNcamB78de4Kw9
Closing date for applications: 27 October 2023
 
If you have not been contacted within 2 weeks of submitting your application, kindly consider your application to have been unsuccessful