Office Administrators: Office of the Directors

Job title: Office Administrators: Office of the Directors

Purpose Of The Post:
To render effective and efficient office administration and secretarial support services to Directors.

Description of tasks:

Secretarial Support:

1. Manage the Directors’ diaries.
2. Keep Directors informed of all engagements in their diaries.
3. Handle incoming calls.
4. Screen and manage all incoming calls according to the Directors' requirements.
5. Record messages accurately and timeously.
6. Respond to queries by providing the required information and follow up on referred queries promptly.
7. Maintain internal and external stakeholder relations.
8. Provide secretariat support for the Directors’ meetings (take minutes, prepare agendas, etc.) in consideration of urgent core tasks.

Administrative Support:

1. Edit and format submissions, memos, and other documents on behalf of the Directors.
2. Draft standard responses on behalf of the Directors.
3. Maintain workflow and filing system electronically and manually for easy access to documents.
4. Respond to queries by providing the required information within 48 hours and follow up on referred queries promptly.
5. Track progress of actions, issue reminders, and provide feedback to the Directors.
6. Ensure adherence to applicable processes (policies and procedures) regarding outgoing and incoming submissions.
7. Prepare packs for all meetings/workshops that the Directors attend, ensuring documents are forwarded two days prior or as required.
8. Organise Directorate meetings (including logistics) and draft minutes, supporting the Director with external meetings (excluding project meetings of Sub-directorates).
9. Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports, etc.).

Logistical Support:

1. Arrange traveling and accommodation for Directors, ensuring travel bookings are finalized two days prior.
2. Process traveling and subsistence claims of Directors accurately and timeously.

Financial Administration Support:

1. Monitor unit cash flow and capture expenses in the commitment register.
2. Process requests for procurement of goods and services required by the unit on time.
3. Process payment advice of procured goods and services for the unit.
4. Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance).

Competency Requirements:

Knowledge:

1. Knowledge and understanding of company policies and procedures.
2. Clear understanding of office administration activities and processes.
3. Knowledge of public service regulations.
4. Basic knowledge and understanding of the Public Finance Management Act.

Skills:

1. Administrative skills.
2. Communication skills.
3. Minutes taking.
4. Good computer skills (MS Word, Excel, PowerPoint, internet, and email).
5. Events coordination.
6. General office administration.
7. Document and file management.
8. Planning and organizing skills.

Personal Attributes:

1. Good interpersonal skills.
2. Initiative.
3. Ability to work with teams.
4. Ability to interact with people.
5. Ability to multitask.

Experience:

1. No experience required.

Learning Indicators/Qualifications:

1. Grade 12 Senior Certificate (NQF 4).