Responsible for providing Secretarial and Administrative support to the Departments Head and the team to ensure an efficient running of the Department.
To assist Head and colleagues with support through planning and coordination of information in order to optimize workflow procedures in the Department.
To be the point of reference for all queries, requests or issues and be an integral part of the business unit.
QualificationÂ
Secretarial Diploma or relevant Certificate in Administration
ExperienceÂ
- 2 to 5 years proven Secretarial and Administration experience.
- The following computer skills and knowledge of office software packages are essential:
MS Word; PowerPoint; Excel; Outlook - Knowledge of SAP will be an added advantage
Financial / Shareholder Returns
- Process the department’s expenditure and / or invoices
Internal / Operational Processes
- Provide secretarial support and general administrative function to the Head and team members, including transactions pipeline administration (SAP based)
- Receive, direct and relay telephone messages and follow up with team members to ensure that it has been actioned
- Provide general administration work including typing, reports, presentation slides, scheduling appointments and collating minutes
- Arrange and manage meetings or events and supporting logistics
- Assist in minutes taking and delivery of finalised document
- Manage the Head’s diary
- Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
- Making travel arrangements and processing claims for the Head and team members (as required)
- Facilitate maintenance of office equipment
- Requisition of stationery
- Facilitate the on boarding of new staff members joining the team
- Maintain an updated contact list for the department
- Provide administrative support in order 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 customers
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
- Planning and organising skills
- Attention to detail
- Ability to liaise and engage with both internal and external clients
- Customer service skills
- Computer proficiency
- 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 multi task and thrive under work pressure
