Departmental Administrator

SUMMARY:

• Oversee and coordinate the day-to-day administrative operations of the office, ensuring smooth and efficient work environment.
• Develop, implement and maintain administrative policies, system and procedures to optimize office operations and improve overall performance.
• Responsible for providing Secretarial and Administrati...
  
  

  POSITION INFO:
  

  • Oversee and coordinate the day-to-day administrative operations of the office, ensuring smooth and efficient work environment.
  • Develop, implement and maintain administrative policies, system and procedures to optimize office operations and improve overall performance.
  • Responsible for providing Secretarial and Administrative support to the Financial Management Strategic Financial Planning Head and their teams to ensure an efficient running of the departments.
  • To assist Heads and teams with support through planning and coordination of information in order to optimize workflow procedures in the departments.
  • To be the point of reference for all queries, requests or issues and be an integral part of the business unit.

  Qualifications 

  • National Diploma and Advanced certificates or relevant qualification at NQF level 6 or equivalent.
  • Bachelor’s degree or a relevant recognised qualification at NQF level 7 or more will be advantageous.
  • Relevant Certificate in Administration

  Experience 

  • Minimum 2- 5 years proven Secretarial, Administration and Project Management experience.
    The following computer skills and knowledge of office software packages at an Advanced level are essential: MS Word; PowerPoint; Excel; Outlook.
  • Knowledge of SAP will be an added advantage.

  MAIN DUTIES AND RESPONSIBILITIES

  • Facilitate the process flow and maintenance of a register of the department’s documents, agreements, invoices received directly through email or postal services to the applicable financial management strategic financial planning team.
  • Provide secretarial support and general administrative function to the Head and the financial management strategic financial planning team members.
  • Receive, direct and relay telephone messages to the affected individuals and maintenance of a record of such calls.
  • Provide general administration support including minute taking, compilation of reports, presentation slides preparation, scheduling of appointments and meetings for the departments.
  • Tracking and monitoring of the department’s operational deliverables on a day-to-day basis.
  • Project management support to the Heads through presence in key meetings, facilitation of key deliverables and engagement with key internal and external stakeholders.
  • Maintain accurate and up to date records, agreements, reports and databases to ensure compliance with organisational policies and regulatory requirements.
  • Maintain and track the contracts concluded by the departments to ensure compliance with the procurement policies and guidelines.
  • Arrange and manage meetings or events and other administrative logistics required by the departments.
  • Daily management the Heads diaries ensuring timely scheduling of events and the elimination of meeting clashes.
  • Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and SharePoint.
  • Making travel arrangements and processing claims for the Heads and team members (as and when required)
  • Ensure that the stationery requirements for the departments are adequate at any point in time.
  • Facilitate the onboarding and offboarding of new staff members joining the teams.
  • Maintain an updated contact list for the department.
  • Provide administrative support in order to optimize workflow procedures in the office.

  Customer Focus Stakeholder Management

  • Provide professional secretarial support.
  • Provide an efficient customer service to both internal and external stakeholders.

  Learning, Leadership People Growth

  • Manage own development to enhance own competencies.
  • Participate in knowledge sharing in the team.

  TECHNICAL/FUNCTIONAL COMPETENCIES

  • Administration and telephone skills
  • Excellent organizational and time management skills
  • Ability to liaise and engage with both internal and external clients
  • Project Management
  • Ability to maintain confidentiality and handle sensitive information with discretion
  • Attention to detail
  • Customer centricity
  • Analytical skills
  • Budgeting skills
  • Minutes taking skills

  BEHAVIOURAL COMPETENCIES

  • Interpersonal skills
  • Good ethics, integrity and high level of professionalism
  • Confidentiality because of the nature of the work
  • Communication skills (both written and verbal)
  • Ability to multitask and thrive under work pressure
  • Strong interpersonal skills
  • Problem solving
  
  
  

   

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