Job purpose
- To provide and efficient and a technically proficient administrative support function to the Provincial Head
- To support the Provincial Head by enabling operational effectiveness of the Province
- To perform routine compliance and administrative tasks (e.g. physical security of the premises and assets, monitoring and administration of premises and physical infrastructure)
Key responsibilities Administration
- Attends Provincial meetings and updates meeting minutes
- Filters reports from head office and monitors feedback to ensure deadlines are met
- Ensures that sufficient refreshments and consumables are ordered.
- Updates the Distribution List on the Global Address Book/List.
- Controls and updates internal telephone lists.
- Co-ordinates the booking of boardrooms and facilities, and invitations to clients for events.
- Co-ordinates arrangements for functions, sets up the facilities required and recover payment for facilities.
- Ensures that stationery (including welcome packs, promotional items and business cards) are ordered and distributed.
- Monitors and manages stock control team.
- Ensures staff are appropriately reflected on the organisation structure for distribution of work items to the correct staff/teams Cost Structure
- Focuses on operational initiatives within the relevant Province to contain costs within agreed budgets to influence a continual improvement in the cost/revenue ratio and thereby sustain long-term profit growth
- Monitors expenditure and recoveries against budget with emphasis on the containment of controllable costs, and explores opportunities for cost savings
- Provides input into controllable costs through involvement in the preparation and compilation of budgets with regard to capital expenditure, operating income and expenditure
- Maintains and submits staff expense claims.
- Co-ordinates telecom recoveries by ensuring that all telephone costs pertaining to personal calls are recovered on a monthly basis.
- Liaises with external vendors (e.g., Dimension Data, Metro file, etc.) to ensure an effective and efficient service is received.
- Liaises with the Financial Shared Services (FSS) to ensure that payments and expenses are handled effectively and efficiently.
- Maintains and updates the payment register
Infrastructure and Asset Management
- Ensures overall operational readiness and efficiency of the Province
- Ensures that premises are maintained in terms of housekeeping and general upkeep
- Reports incidents when necessary (e.g., carpets, wallpaper, lighting, roof leaks, etc.) and ensures that these are attended to
- Logs incidents for non-functioning equipment (fax, photocopier, etc.) via OPS Connect and ensures that these are attended to
Staff Administration
- Responsible for housing and control of staff confidential files.
- Co-ordinates the leave schedule for the Province in conjunction with the Provincial Head to ensure optimal resource allocation.
- Extracts the overdue leave report for the Province and advises the respective line manager to ensure that direct reports take compulsory leave.
- Acts as a central point of contact for the required returns and requests for Human Resources information.
- Ensures that the relevant posters are displayed in terms of Labour Law requirements (e.g., the Basic Conditions of Employment, etc.).
- Ensures that the administration regarding staff changes (e.g., Personnel Record Update / PRUs) is actioned for the relevant department.
- Facilitates the completion of necessary documents relating to staff appointments, transfers, resignations and personal computers (PC) licences.
- Provides general support to staff regarding Employee Self-Service (ESS) and medical aid issues.
- Maintains staff records.
- Co-ordinates corporate wear fittings
Key performance measure
- Provincial staff feedback
- Costs control/decreased operating costs for events / stationery / office supplies/travel, etc. Quality and efficiency of general office accounting and reporting processes
Competencies and Behaviours required
Qualifications and Experience
- Grade 12
- Relevant tertiary education
- Minimum 2- 4 years basic administration skills
Knowledge, Skills & Abilities Required
PC Literate (Microsoft Word, Windows) MS Word, Excel, Outlook Express
Essential requirements:
- Must be figure orientated
- Ability to communicate effectively verbally and in writing
- Must be reliable, trustworthy, and honest
- Be in possession of a valid South African Credit Card driver’s license free of endorsements