Office Administrator

2 weeks ago

Cape Town, Western Cape, South Africa ASISA Academy Full time

ASISA ACADEMY

OFFICE ADMINISTRATOR ROLE DESCRIPTION

CONTEXT
The ASISA Academy is a business school in which high quality solutions are created, evolved and delivered to meet the practical learning and development needs of South African Savings, Insurance and Investment

Management organisations and their clients and to achieve broader, more meaningful and accelerated transformation of these organisations.

The Academy has been in operation since January 2008 and has worked with more than people in the industry over the past 15 years.

The Academy works in close partnership with ASISA, the Association of Savings & Investment SA, which represents the majority of South

Africa's long term insurance companies and investment managers.

The Academy is currently in a growth phase and looking to increase its administrative capacity by employing a full-time Office Administrator whose working hours will be 8h00 / 8h30 - 16h00/16h30.

You will work as part of the Academy core team based in Cape Town and report to the Academy

CEO initially, and ultimately to the Operations Manager once this role has been filled.

The focus of your activities will be on fulfilling a variety of administrative duties that ensure the Academy office runs smoothly, and to manage the reception desk, including but not limited to the following:

RECEPTION & OFFICE ADMINISTRATION
As the first point of contact for the Academy guests (visitors, staff, delegates, presenters, etc.)
, you will:

  • Serve as the Academy receptionist. This includes managing phone calls via a mini switchboard, as well as welcoming guests with professional courtesy.
  • Manage all lockable cabinets and drawers in the reception area and board rooms.
  • Liaise with all service providers as and when necessary for the fixing and / or maintenance of office equipment, e.g. Isquared for IT, Ricoh for the Academy printer, etc.
  • Liaise with landlord (Broll) regarding any logístical issues that impact the Academy staff and guests e.g. parking signs, access tags, etc.
  • Administer the Academy's mini
- library cabinet by issuing and recording details of all borrowers of books.

  • Serve as the Academy's Safety Officer, including being certificated for basic First Aid and
Fire Fighting, and doing regular checks and reports.

  • Maintain records and purchases of office stock, including stationery, kitchen and bathroom supplies, Academy banners and presenter gifts.
  • Check condition of Academy presenter laptops and report where replacements or servicing is required.

OTHER FUNCTIONS

  • Coordinate the Academy's regular / ad hoc / annual events, such as annual team events, alumni events, graduations, biannual Academy team meetings, weekly Operations meetings, staff birthdays, etc.
  • Support invigilators when examinations are taking place on site.
  • Support Course Coordinators with logistics as needed, when courses are running on site and
Course Coordinator are occupied with courses that are running online.

  • Support the Operations Manager and CEO with meeting arrangements where needed.
  • From time to time, and where your Office Administrator role permits, you may also be required to assist the Coordinators with their workloads via the CEO.

KNOWLEDGE, SKILLS AND QUALITIES DESIRED IN THE IDEAL CANDIDATE

  • Matric Certificate plus some experience of having worked in a similar role.
  • Good typing and computer skills.
  • Ability to learn fast.
  • Punctual, reliable and trustworthy.
  • Excellent communication skills.
  • Emotional and cultural intelligence (EQ & CQ).
  • An additional South African language would be an advantage.
  • A temperament conducive to promoting good interpersonal relationships.
  • Excellent personal grooming.
  • Ability to maintain a neat and organised office.
  • Brand ambassador for the ASISA Academy.

LOCATION & COMMENCEMENT DATE

APPOINTMENT AND REMUNERATION
The appointment will be a permanent position (i.e. full-time employee). The proposed salary package will be market related.

CLOSING DATE & SUBMISSION OF APPLICATIONS

COMMUNICATION

Salary:
R18, R20,000.00 per month

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