Departmental Administrator - Sandton - TalentCru

    TalentCru
    TalentCru Sandton

    5 days ago

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    Description

    Job Description:

    The role of an Administrative Coordinator is to oversee and coordinate the day-to-day administrative operations of the office, ensuring a smooth and efficient work environment.

    • Develop, implement and maintain administrative policies, systems and procedures to optimize office operations and improve overall performance.
    • Provide secretarial and administrative support to the Financial Management Strategic Financial Planning Head and their teams to ensure an efficient running of the departments.
    • Assist heads and teams with support through planning and coordination of information to optimize workflow procedures in the departments.
    • Serve as 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 recognized 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.
    • Track and monitor 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.
    • Manage the Head's diaries ensuring timely scheduling of events and elimination of meeting clashes.
    • Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and SharePoint.
    • Make travel arrangements and process claims for the Heads and team members (as and when required).
    • E nsure 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 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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