Job Expired

Departmental Administrator needed at Affirmative Portfolios

Job title : Departmental Administrator

Job Location : Gauteng, Johannesburg

Deadline : April 07, 2024

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Overview:

The main purpose of the job is to provide support to the Education & Transformation (ET) team, comprising the Director ET, Professional Managers and Administrators in the department.

Key Responsibilities:

  • To support the Director and ET team to achieve the strategic and performance goals of the company.
  • To manage the diary of Director and Committees by setting up appointments and meetings.
  • To serve as the primary point of contact for the Director and Professional Managers dealing with correspondence and phone calls.
  • To provide administrative assistance to Director and ET team and ensure that the department adheres to all organisational deadlines.
  • To arrange all aspects of meetings: invitations, invitation responses, venue bookings, catering, refreshments, parking, audio visual support and print agenda papers.
  • To make domestic and international travel and accommodation arrangements for Director, ET Team and committee members, coordinate the pre-planning of trips, including arranging appropriate agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
  • To liaise with other departments such as the Finance team, HR, IT, SCM and operations to ensure the smooth running of operational matters between departments.
  • To prepare attendance registers, committee member claim forms and minute books, compile, transcribe and distribute minutes and memos of meetings.
  • To maintain professional stakeholder relationships across all levels, manage queries and information timeously.
  • To manage all aspects of the planning and logistics for training, workshops and roundtables, both local and around South Africa.
  • To assist Director and ET team for planning and preparation for their local and international stakeholder commitments.
  • To monitor the receipt of claim forms, observer forms, signed Codes of Conduct from committee members and Declarations of Interest forms from committee members. To follow up on outstanding documents timeously.
  • To monitor that the team have backed up all their work on the O drive and upload all meeting documents to OneDrive.
  • To assist the Director and ET team with preparation for future meetings e.g. reminders, arrangements and documents.
  • To remind the Director and Professional Managers about important tasks and report deadlines.
  • To collate slide presentations, reports, memos and other correspondence from Professional Managers for the Directors review to ensure accurate submission of reports and information.
  • To assist the ET team with formatting of documents according to professional and company brand guidelines.
  • To manage the POPI compliance of the Department
  • To undertake any other compliance and administrative functions linked to the proper functioning of the Department.
  • To represent the Department on internal committees and structures
  • To arrange company wide and ET departmental staff and strategic meetings on behalf of the Department.

QUALIFICATIONS AND EXPERIENCE

  • Office management or administrative skills degree/diploma
  • Executive secretarial and/or departmental administration training and experience
  • Diary management
  • Project management skills
  • Excellent secretarial skills
  • Strong administrative skills
  • Strong planning and organisation skills
  • Is able to use technology effectively
  • Conscientious of quality of work

SKILLS & PERSONAL ATTRIBUTES

  • A team player, with a positive attitude and strong work ethic
  • Excellent verbal and written communication in English
  • Excellent interpersonal skills
  • Ability to work under pressure, independently and as part of a team
  • Telephone and email Etiquette
  • Events organising
  • Bookings: venues, caterers, travel (domestic and international travel)

How to Apply for this Offer

Interested and Qualified candidates should Click here to Apply Now

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