MAIN PURPOSE OF THE JOB

• To provide professional secretarial and office support/administration services including diary management to the office of Chief Financial Officer (CFO).  Facilitate operational efficiency and assist the CFO to achieve strategic objectives. To manage the administrative requirements of the office of the CFO and assist with scheduling, planning and coordinating all Divisional activities

Key Performance Areas    

Secretarial Support

• Organise CFO  diary, schedule appointments and ensure there are no conflicting appointments in the diary
• Telephone response – receive telephone calls, organise and prioritise calls, re-route or assist callers
• Co-ordinate and arrange CFO business trips and ensure itinerary is made available to  CFO prior to trips
• Monitor incoming e-mails, redirect correspondence, prioritise issues and discuss with the CFO
• Ensures all correspondence is typed and where appropriate drafted and approved by CFO or dispatched independently

Stakeholder and Meeting Management

• Co-ordinate internal and external meeting requests
• Receive visitors for the CFO

Scheduling, Planning and Coordinating Divisional Activities

• Distribute correspondence in and out from the office of the CFO 
• Co-ordinate / Manage Divisional special projects
• Management, monitoring and updating of Divisional risk register to ensure business continuity in support of the Business Coordinator / Manager where applicable
• Assist the CFO to prepare presentations when required
• Monitor that all leave requests for all the CFO’s direct reports, are approved
• Develops and maintains a contacts data base for the CFO’s office
• Manages and secures confidential information e.g. allegation of fraud and fraud investigations
• Take stock of and order stationery to maintain an adequate supply for the Division

Administration of Correspondence and Documentation

• Register on receipt of hard copy documents and distribute accordingly
• Ensures all documentation is kept in a safe and secure environment and that archives are indexed
• Creates and maintains an effective filling system
• Ensures accurate record keeping and relevant database input
• Maintain files, records and document retention and destruction in the CFO office
• Provide documentation to requestors in accordance with the document management policy and procedure when requested

Facilitate Events

• Compile the event material in accordance with the objectives and requests; or
• Obtain/procure the material from the relevant source/provider
• Type pre-event material as directed by the Business Manager / Coordinator as applicable and distribute to the attendants prior to the event
• Evaluate the intervention to ensure that the quality management objectives are achieved
• Inform the relevant role players of the outcome of the event
• Document the results of the event for future reference purposes
• Facilitate events in accordance with policies, procedures, and legal requirements
• Conclude facilitation actions within the allocated upon time frames

Research

• Research information as required by CFO using variety of sources
• Develop presentations for the CFO based on research conducted
• Perform any other research tasks as may be required by the manager
• Assist the O / CFO with special projects as and when they arise

Performance Administration

• Ensure performance agreements are signed for all direct reports within stipulated time frames
• Schedule coaching and performance review dates for the year in advance
• Prepare file for each of the CFO
• Ensure all relevant evidence / means of verification is included in files

Budget Monitoring

• Monitors expenditure against budget
• Track department expenses and report variances to the CFO
• Support the Division in co-coordinating expenses
• Keeps a register of payments made

Preferred Minimum Education and Experience    

• Post matric qualification / Diploma in Office administration or Secretarial
• 3-5 years experience as a Personal Assistant for an  CFO

Critical Competencies    

• Policies and Procedures
• Document Management
• Legislation
• Microsoft Office
• Project Co-ordination

Additional Requirements    

• Required to be flexible with working hours
• Extended hours as and when required
• Travel as and when required