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OFFICE MANAGER – EAST LONDON – EASTERN CAPE
4 weeks ago
JOB SUMMARY As an Office Manager you will be required to offer secretarial service and support to the Principal Officer. Manage the administration of the Principal Officer’s office and Scheme’s Head Office, including cleaning, catering, messenger, reception and IT Support services. SKILLS, COMPETENCIES, QUALIFICATIONS, EDUCATION and EXPERIENCE Essential At least a 3-year Degree, Diploma or NQF Level 6 Qualification in office administration Computer Literacy (All Ms packages) Be responsible and reliable Have a diligent work ethic and attention to detail Have excellent Interpersonal Skills Good Knowledge of Office Administration Desirable Understanding of medical schemes industry Knowledge of Human Resources Management KEY RELATIONSHIPS Internal Principal Officer, Executives, Officers and Trustees Subordinates: IT, Receptionist, Messenger and Facilities (Cleaning and Catering) Other: Scheme staff External Procurement suppliers Outsources support services KEY PERFORMANCE AREAS Administration and support Ensure that the CLO office is efficiently administered and managed Provide event management support to the region Oversee and manage the performance and functioning of the IT, reception, messenger and cleaning services Budget, expenses and procurement Procure office supplies and monitor availability of funds on the office budget Procure the office’s groceries and refreshments Maintain the office décor, soft furnishings, crockery and supplies Co-ordinate procurement of equipment and supplies required by the region, inclusive of the management of orders and the obtaining of payment authorizations Monitor the driver’s travel logbook and utilisation of the Scheme’s petrol card Monitor the utilisation of promotional items and manage the stock Schedule vehicle services and liaise with the finance unit for payments Monitor ‘call out’s’ by the IT provider Organize ad hoc Scheme functions/entertainment (cocktail parties, board functions, staff functions, etc.) Oversee the management of stationery and equipment supplies Ensure that expenditure is within budget and that all procurement is in line with the Scheme’s Supply Chain Management policies Correspondence And Documentation Processes Ensure optimal administration and functioning of the Scheme’s secretarial services and document retention process Develop and manage the internal memo and correspondence system and procedure Develop and implement an information process for both internal and external correspondence Record all reported IT faults and the resolution thereof (IT management will however report to the Executive: Finance) Maintain general administration of the Scheme’s office duties such as reporting building and office equipment faults Ensure that all books, record and documents are kept in accordance with acceptable corporate standards Project Management Organise office events Technical Expertise and Application Supervise the implementation of CLO Office processes and systems; ensure that the telephone management system is in good working condition and manage the efficient and effective operation of the Scheme’s CLO Office (inclusive of cleaning, catering, messenger, reception and IT Support services) Staff Management Responsibility Monitor and manage the Driver, Receptionist and cleaner daily activities; manage the HR environment in accordance with the Scheme’s HR Policy; assist staff in the management of regulations, directives, policies and procedures by ensuring that the staff receives adequate training and development on these. #J-18808-Ljbffr
