Office Administrator: Qualifications and Accreditation needed at Construction Education & Training Authority

RESPONSIBILITIES:

• Manage, coordinate and assist in the administration and clerical support of the departments to facilitate the smooth running thereof.
• Provide effective administrative support to ensure smooth running of the department.
• Coordinate interaction between the department and other departments, management, employees, and other stakeholders.
• Coordinating office activities and operations to secure efficiency and compliance to CETA policies.
• Keep stock of office supplies and place orders when necessary.
• Answer calls and handle enquiries as far as possible.
• Process travel related documents for the department.
• Develop and maintain a filing system and maintain departmental records in line with approved policies.
• Maintain a professional image and climate in the department.
• Keep information confidential.
• Ensure delivery of important documents on behalf of the department.
• Support department with all office administration tasks.
• Ensure compliance with health & safety regulations and policies.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings.
• Manage the Senior Manager/Manager diary and desk.
• Receive and send correspondence on behalf of the Office.
• Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard.
• Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs.
• Compile, transcribe, and distribute minutes of meetings when required.
• Oversee logistics and preparation of materials for meetings.
• Attend and minute proceedings of meetings as directed by the Senior Manager/Manager.
• Follow up on departmental meeting outcomes, (e.g. resolutions, deliverables, and actions).
• Promptly attentively respond to customer requests within established parameters and time frames.
• Assess or check with customer to ensure solution meets request.
• Receive clients, stakeholders, and guests on behalf of the department.
• Obtain and serve refreshments as required.
• Arrange functions on behalf of the department.
• Ensure that the department adheres to all organizational deadlines.
• Assist with the submission of mandatory reports and information.
• Prepare reports by collecting information for the Senior Manager/Manager.
• Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations.
• Track commitments, report deadlines and manage follow-ups.
• Process all documentation according to CETA policies and procedures as well as document control principals, within specified set time frames to ensure compliance.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Manager to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Contribute to the review and update of the CETA policies and procedures.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Support budgeting and bookkeeping procedures.
• Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Section.
• Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit. 
• Assist in reduction of wasteful expenditure by assisting the Manager in ensuring that all minor work done by sub-contractors is executed.
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP)
• Receive clients, stakeholders, and guests on behalf of the department.
• Assist stakeholder in directing them where they require assistance from CETA.
• Attend and address all stakeholder queries timeously and effectively.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values
• Ensure that on-the-job training, learning, and development is taking place
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Develop, implement and maintain standard management and reporting templates and tools to drive efficiency and continuous improvement in the business unit.
• Develop and maintain accreditation databases within the organisation and ensure data integrity and quality.
• Conduct and oversee the regular benchmarking of accreditation process quality and advise on the non- compliance to quality standards.
• Drive and ensure the proper accreditation of skills development providers in the sector based on set quality standards and protocols.
• Ensure that all records in the business unit are achieved and maintained according to Standard Operating Procedures.
• Schedule all the special projects based on the approved implementation plan and relevant reports that are due for accreditation.
• Ensure that all funded NQF and pre-NQF projects are accurately uploaded on the relevant system.
• Ensure the compilation of all external moderation reports and verify the achievements of learners as per the NQF qualification standards. 
• Ensure that all funded and non-funded special project certifications and statements of results are verified against required documentation and printed as required.
• Coordinate the issuing of serial numbers for trade testing through liaising with the relevant providers.
• Submit requests to the National Artisan Moderation Body (NAMB) for the issuing of certificates for pre-NQF projects.
• Ensure the collection of certificates from the NAMB on behalf of entities and oversee the submission of certificates to relevant stakeholders. and drive service provider actions to achieve intended outcomes.
• Identify areas of improvement to increase speed, quality and gain efficiencies
• Prepare internal reports with relevant and required data for special project meetings.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12
• Secretarial/Office administration qualification or equivalent will be an advantage
• Minimum three (3) years’ secretarial and or administration experience
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Intermediate Excel and PowerPoint Skills

Other Requirements

• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.