Job title : Team Administrator

Job Location : Mpumalanga, Secunda Deadline : December 19, 2024 Quick Recommended Links

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Minimum Requirements

Qualifications

Diploma in Administration, Office Management or related field ( NQF Level 5).

Wok Experiance

1-2 years relevant work experience in Administration or Office Management

Duties and Responsibilities

Functional Management

Develop, maintain and update meetings planner.
Oversee , coordinate meetings and ensure that all logistics, minutes, relevant agendas and material are provided.
Oversee, coordinate and conduct administrative duties such as filing, database management, receiving telephone calls, correspondence, emails and flag them as required.
Coordinate the managers’ travel program, itineraries and related logistics.
Provide diary management support for line management
Ensure that travel arrangements are captured on the Live-link system and travel claims on the JDE system.
Treat information and documentation as private and confidential, only disclose to relevant parties through Manager’s approval.
Prepare agendas, documents and meeting packs for relevant meetings.
Gather data for monthly reports ,coordinate and collate all reports/documents to be submitted to the various management levels.
Ensure that all resources submit their information as required for the reports on time.
Receive and direct guests for meetings in a professional manner.
Attend meetings , record and distribute meeting minutes (CAL) / action items thereafter.
Ensure that all documentation, as it relates to meetings and workshops for the unit is updated and sent to the relevant stakeholders as and when required.
Maintain and improve the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
Ensure that all documents are filed, managed and updated appropriately.
Establish and maintain the unit’s management system and capture all relevant information.
Ensure that all information relevant to the business unit is provided and directed accordingly to the relevant parties.
Compile and maintain the database as is relevant for the unit.
Ensure that all communication for the business unit is directed accordingly.
Co-ordinate and manage all administrative arrangements for meetings as required including logistical arrangements, booking of meeting rooms, refreshments, etc.

Risk and Compliance Management

Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance ,compliance processes and tools to identify and manage risks.
Support and provide evidence to all internal and external audit, Accreditation and regulatory requirements.
Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

Stakeholder Management

Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
Represent and participate in the organisation’s committees and tasks teams when required.
Convene and attend meetings and present relevant information to stakeholders when required.
Resolve queries and problems within span of control and within agreed time frames.
Follow up on unresolved queries and complaints where required.
Liaise with relevant stakeholders regarding follow-up of information, as required

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Team Administrator