Administrative Assistant X5

Job title: Administrative Assistant X5

Job Location: Gauteng, Johannesburg

Deadline: April 27, 2025

Key Performance Areas

Compliance Administration

1. Maintain up-to-date written documentation related to the department's business activities.
2. Ensure compliance with policies and process standards.
3. Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office Coordination

1. Assist in making follow-ups on outstanding matters.
2. Ensure all requests are handled and responded to within set timelines.
3. Assist in ensuring the availability of stationery within the department.
4. Validate and verify information and documents submitted for accurate capturing and further handling.
5. Ensure the systems/registers used are kept up to date.
6. Check for duplicate documents, requests, and queries and report on them.
7. Allocate reference numbers and accurately capture related documents on different systems.
8. Allocate matters to responsible team members.
9. Draft and send out letters to all stakeholders as required.

Meeting Support

1. Arranging meetings on behalf of the department.
2. Assist with taking and distributing minutes in accordance with set governance standards.
3. Create and maintain a register to track outstanding matters.
4. Maintain a follow-up plan on meeting resolutions and outstanding matters.
5. Ensure confirmation of meetings and management of team diaries.
6. Schedule appointments with internal and external stakeholders as required.

Document and Records Management

1. Administer the records management and filing processes in line with the RAF filing plan.
2. Ensure that the filing system is always up-to-date and functional.
3. Retrieval of information at all times as requested in the office.
4. Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
5. Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system, and file appropriately.

Qualifications

1. Matric or Grade 12 certificate.

Experience

1. Relevant 1 year’s experience in an Administrative or similar environment.