Description

To contribute to providing administrative support to an allocated team, to promote administrative efficiency in day-to-day operations.

Responsibilities

•  Handles inquiries, schedules appointments, develops presentations, and fills other office support functions.
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•  Organises and attends meetings, taking minutes and keeping notes.
•  Booking rooms and conference facilities.
•  Maintains scheduling and event calendars.
•  Coordinates travel arrangements.
•  Arranging both in-house and external conference functions and events.
•  Ordering and maintaining stationery and equipment.
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•  Manages appointments. Office Administration and support.
•  Mails documents and newsletters and other information as and when required.
•  Prepares and types documents, letters and reports.
•  Co-ordination and implementation of office procedures.
•  Organising and storing paperwork, documents and computer-based information.
•  Photocopying and printing various documents, sometimes on behalf of other colleagues.
•  Complete forms in accordance with company procedures.
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•  Types and distributes meeting notes, routine correspondence, and reports.
•  Receives and responds to correspondence.
•  Performs sorting, filing, and cross referencing of materials and documents.
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•  Utilises, reconciles and manipulates data for management reports from different internal and external sources.
•  Captures data in standardised format.
•  Maintains hard copy and electronic filing system.
•  Manages, maintains, and updates a wide variety of records , reports and files.
•  May distribute mail, retrieve and deliver files, and copy documents.
•  Locate and attach appropriate files to incoming correspondence requiring replies.
•  Adheres to agreed serve level agreements.
•  Liaising with colleagues and external contacts to book travel and accommodation.
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•  Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
•  Liaising with staff in other departments and with external contacts.
•  Greets refers and assists visitors, clients, callers, staff and others and handle their inquiries, and direct them to the appropriate persons according to their needs.
•  Communicates with internal and external clients.
•  Monitors the use of expenditures and keeps record thereof within the department, for the manager.
•  Complies records, organises, maintains files and posts records. Completes invoicing as and when required.
•  Control stock of stationery and office supplies.

Requirements

•  Matric certificate or equivalent

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