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Personal Assistant
2 weeks ago
JOB PROFILE FOR A _
PART-TIME_
OFFICE ADMINISTRATOR FOR THE OFFICE
OF THE BISHOP - CENTRAL DISTRICT 0900
1.
Purpose of the role:
To provide an effective and efficient administrative service and secretarial support to the Bishop and District Office.
2. Key Performance Areas and Desired Outputs
General Office
Perform administrative office duties for the Bishop and District Office
Administration
Prepare presentations, spreadsheets, reports, etc. as required
- Administer and maintain the District database
- General filing of documents virtual and physical
- Coordinate maintenance of office equipment
- Ensure that visitors are received in a professional and friendly manner and their needs are addressed
- Help maintain a professional image and face of the District
- Perform office related financial functions including managing expenses and record keeping.
Arrange physical and online meetings, events or functions by booking venues, and Functions notifying attendees and monitoring responses
- Arrange facilities and catering where necessary
- Prepare and distribute agenda and relevant documents before meetings
- Take minutes and distribute relevant documents following meetings
- Ensure that meeting rooms are adequately equipped and presentable
- Type letters, documents, notices, memorandums, schedules, and general correspondence
- Ensure all typed correspondence is accurate, edited and distributed as required
- Ensure that format used for all documentation adheres to defined standards
- Ensure all incoming documentation and mail is appropriately screened, redirected and responses prepared and dispatched where appropriate
- Prioritise urgent correspondence
- Ensure records are securely stored, maintained and accessible
- Filing to be kept up to date, organised and accessible
- Maintain a high level of confidentiality and ensure confidential documents are kept in a secure place
Coordinate travel and accommodation arrangements
Arrangements Arrange travel plans and itineraries
- Compile travel related documents
Proactively manage the relevant diaries and the District's events schedule
- Coordinate and manage meetings by ensuring meeting requests are correct and up to date, responses are monitored, and time is optimised
- Ensure meeting scheduling is realistic and manageable
Screen calls, take messages and handle queries
- Ensure all calls are answered in a professional, friendly manner and are appropriately routed
- Take messages accurately and forward them to the relevant people timeously
3. Education/Qualifications 5. Experience
- High level of proficiency in MS Office
- Matric
- A secretarial Diploma would be an added
- Online meeting management on various advantage platforms (e.g. Teams, Zoom, etc.)
4. Knowledge
- Minimum 35 years' experience in a similar
- Knowledge and understanding of the church role
6. Skills 7. Abilities
- Planning, organising and prioritising
Honesty and integrity:
Excellent communication
- written and verbal Maintain strict confidentiality
- Administration
Attention to detail - Electronic diary management Excellent work ethic
- Online meeting management
Use initiative/resourceful/proactive: - Strong service orientation High level of professionalism
- Excellent interpersonal skills
Sense of urgency: - Listening Perseverance
- Problem solving
Resilience and ability to thrive under:
Self-management
- must be able to work with pressure minimum supervision
8. Other Compulsory Role Requirements
- Flexibility to work outside normal working hours when necessary (e.g. to attend evening or weekend District meetings)
- Availability to work on Christian holidays when required to do so
- The role requires a mature Christian faith
Experience:
- Administrative office procedures, practices and equipment: 1 year (preferred)
Ability to Commute:
- Johannesburg, Gauteng (required)
Ability to Relocate:
- Johannesburg, Gauteng: Relocate before starting work (required)
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