Key Performance Areas

Compliance administration.

• Maintain up-to-date written documentation related to the departments business activities.
• Ensure compliance to the policies and process standards. 
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office coordination.  

• Aid in the maintenance of correspondence, filing, telephonic queries and provide general administration support to the office.
• Maintain strict confidentiality in all matters relating to the office.
• Assist in making follow-ups on outstanding matters. 
• Ensure all requests are handled and responded to within set timelines.
• Engage and follow up with Processing Centers on outstanding matters 
• Assist in ensuring the availability of stationery within the department.
• Validate and verify information and documents submitted for accurate capturing and further handling.
• Ensure the systems/registers used are kept up to date.
• Check for duplicate documents, requests and queries and report on them.
• Allocate reference numbers and accurately capture related documents on different systems.
• Allocation of matters to responsible team members.
• Draft and send out letters to all stakeholders as required. 

Meeting support

• Aid in arranging meetings on behalf of the department.
•  Assist with taking and distributing minutes in accordance to set governance standards. 
• Create and maintain a register to track matters outstanding.
• Support in the maintenance of follow-up plan on meeting resolutions and matters outstanding.
• Ensure confirmation of meetings and management of team diaries.
• Schedule appointments with internal and external stakeholders as and when required.

Document and Records Management.

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

Qualifications and Experience  

• Matric or Grade 12 certificate.  
• Relevant 1 years’ experience in Administrative or similar environment.