Job ResponsibilitiesAttends Provincial meetings and updates meeting minutes.Filters reports from head office and monitors feedback to ensure deadlines are met.Ensures that sufficient refreshments and consumables are ordered.Updates the Distribution List on the Global Address Book/List.Controls and updates internal telephone lists.Co-ordinates the booking of boardrooms and facilities, and invitations to clients for events.Co-ordinates arrangements for functions, sets up the facilities required and recovers payment for facilities.Ensures that stationery (including welcome packs, promotional items and business cards) are ordered and distributed.Monitors and manages stock control team.Ensures staff are appropriately reflected on the organisation structure for distribution of work items to the correct staff/teams.Cost StructureFocuses on operational initiatives within the relevant Province to contain costs within agreed budgets to influence a continual improvement in the cost/revenue ratio and thereby sustain long-term profit growth.Monitors expenditure and recoveries against budget with emphasis on the containment of controllable costs, and explores opportunities for cost savings.Provides input into controllable costs through involvement in the preparation and compilation of budgets with regard to capital expenditure, operating income and expenditure.Maintains and submits staff expense claims.Co-ordinates telecom recoveries by ensuring that all telephone costs pertaining to personal calls are recovered on a monthly basis.Liaises with external vendors (e.g., Dimension Data, Metro file, etc.) to ensure an effective and efficient service is received.Liaises with the Financial Shared Services (FSS) to ensure that payments and expenses are handled effectively and efficiently.Maintains and updates the payment register.Infrastructure and Asset ManagementEnsures overall operational readiness and efficiency of the Province.Ensures that premises are maintained in terms of housekeeping and general upkeep.Reports incidents when necessary (e.g., carpets, wallpaper, lighting, roof leaks, etc.) and ensures that these are attended to.Logs incidents for non-functioning equipment (fax, photocopier, etc.) via OPS Connect and ensures that these are attended to.Staff AdministrationResponsible for housing and control of staff confidential files.Co-ordinates the leave schedule for the Province in conjunction with the Provincial Head to ensure optimal resource allocation.Extracts the overdue leave report for the Province and advises the respective line manager to ensure that direct reports take compulsory leave.Acts as a central point of contact for the required returns and requests for Human Resources information.Ensures that the relevant posters are displayed in terms of Labour Law requirements (e.g., the Basic Conditions of Employment, etc.).Ensures that the administration regarding staff changes (e.g., Personnel Record Update / PRUs) is actioned for the relevant department.Facilitates the completion of necessary documents relating to staff appointments, transfers, resignations and personal computers (PC) licences.Provides general support to staff regarding Employee Self-Service (ESS) and medical aid issues.Maintains staff records.QualificationsGrade 12.Relevant tertiary education.ExperienceMinimum 2-3 years basic administration skills.Specialist Skills RequiredPC Literate (Microsoft Word, Windows, Excel, Outlook Express).Must be figure orientated.Ability to communicate effectively verbally and in writing.Must be reliable, trustworthy, and honest.Be in possession of a valid South African Credit Card driver's license free of endorsements.
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