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Administrative Assistant x17

1 month ago

Cape Town, South Africa Road Accident Fund Full time
Job title : Administrative Assistant x17 Job Location : Western Cape, Cape Town Deadline : December 27, 2024 Quick Recommended Links
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Purpose of the Job:  The Administrative Assistant  is responsible for providing administrative day-to-day support to the respective department.

Key Performance Areas

Compliance administration

  • Maintain up-to-date written documentation related to the departments business activities.
  • Ensure compliance to the policies and process standards.
  • Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office Coordination

  • Aid in the maintanance of correspondence, filing, telephonic queries and provide general administration support to the office.
  • Maintain strict confidentiality in all matters relating to the office.
  • Assist in making follow-ups on outstanding matters.
  • Ensure all requests are handled and responded to within set timelines.
  • Engage and follow up with Processing Centres on outsanding matters
  • Assist in ensuring the availability of stationery within the department.
  • Validate and verify information and documents submitted for accurate capturing and further handling.
  • Ensure the systems/registers used are kept up to date
  • Check for duplicate documents, requests and queries and report on them.
  • Allocate reference numbers and accurately capture related documents on different systems.
  • Allocation of matters to responsible team members
  • Draft and send out letters to all stakeholders as required.

 Meeting Support

  • Aid in arranging meetings on behalf of the department.
  • Assist with taking and distributing minutes in accordance to set governance standards.
  • Create and maintain a register to track matters outstanding.
  • Support in the maintanance of follow-up plan on meeting resolutions and matters outstanding.
  • Ensure confirmation of meetings and management of team diaries.
  • Schedule appointments with internal and external stakeholders as and when required.

 Document and Records Management.

  • Administer the records management and filling processes in line with the RAF filling plan
  • Ensure that the filing system is always up-to-date and functional
  • Aid in the retrieval of information at all times as requested in the office
  • Ensure confidentiality of all documents under control and that documentation reaches the intended recipients
  • Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.

Qualifications and Experience        

  • Matric or Grade 12 certificate.
  • Relevant 1 years’ experience in Administrative or similar environment.

  • Administrative / Management  jobs