Office Administrator

4 days ago

Johannesburg, Gauteng, South Africa BankservAfrica Full time

BankservAfrica form part of the South African National Payments System and are a trusted partner of the financial industry, including banking institutions, and therefore require that employees adhere to unwavering standards of honesty and transparency in performing their duties.

PURPOSE

The Office Administrator plays a vital role in ensuring the smooth operation of the Strategy & Transformation Office by providing high-level administrative support, coordinating office operations, and assisting the Head of Strategy & Transformation with diary management, communication, and project coordination. The incumbent will be responsible for optimizing office efficiency, handling sensitive information, and facilitating key business processes to enhance productivity.

You will engage with the following stakeholders:

Internal Stakeholders

  1. Strategy & Transformation Officer (STO) – The Office Administrator provides direct support, manages schedules, and coordinates key tasks.
  2. Strategy and Transformation Team – Collaborates on projects, meetings, and administrative support.
  3. Executive Committee (Exco) – Supports communication, scheduling, and documentation for strategic initiatives.
  4. Human Capital – Works on employee-related matters such as onboarding, training, and engagement within transformation projects.
  5. Finance Department – Handles budget-related queries, invoices, and financial reporting for transformation projects.
  6. IT Teams – Supports digital transformation initiatives and manages system or tool access.
  7. Project Management Office – Assists in coordinating meetings, tracking project documentation, and ensuring deliverables are met.
External Stakeholders

  1. Regulatory Bodies (e.g., SARB, PASA) – Assists in coordinating compliance documentation and communication.
  2. Consultants & Vendors – Manages contracts, schedules meetings, and processes invoices for external service providers.
  3. Industry Partners & Banks – Supports engagement efforts with key financial sector players involved in transformation initiatives.
Your key responsibilities include:

Office Administration:

  1. Manage the day-to-day operations of the office, ensuring a well-organized, efficient, and professional working environment.
  2. Maintain office supplies and equipment, coordinating repairs and procurement when necessary.
  3. Oversee filing systems, both physical and electronic, ensuring easy access to important documents.
  4. Handle correspondence, including emails, memos, reports, and presentations.
  5. Assist with document formatting, proofreading, and quality assurance for departmental reports and presentations.
Personal Assistant Duties:

  1. Provide comprehensive administrative support to the Head of Strategy & Transformation, including diary management and scheduling meetings.
  2. Arrange travel, accommodation, and itineraries for the department.
  3. Prepare agendas, take minutes, and distribute action points for key meetings.
  4. Serve as the first point of contact for the office, liaising with internal and external stakeholders on behalf of the Head of Strategy & Transformation.
  5. Handle confidential information with discretion and professionalism.
Stakeholder & Communication Management:

  1. Act as a liaison between the Strategy & Transformation Office and other departments.
  2. Support cross-functional initiatives by coordinating team engagements and ensuring seamless communication.
  3. Draft and circulate internal and external communications on behalf of the department.
  4. Facilitate workshops, team-building activities, and strategy sessions.
Project Coordination & Support:

  1. Assist in tracking project timelines, deliverables, and follow-ups related to transformation initiatives.
  2. Work closely with project teams to ensure documentation, action items, and stakeholder engagements are well-managed.
  3. Support the execution of key transformation initiatives by providing administrative oversight.
Reporting & Data Management:

  1. Prepare departmental reports, presentations, and data analysis summaries as required.
  2. Monitor key performance indicators and assist in preparing progress reports.
  3. Maintain accurate records and ensure compliance with organizational policies.
Qualifications / Knowledge

  1. Degree in Office Administration, Business Management, or a related field.
Experience

  1. Minimum of 5 years experience in an administrative role, with at least 3 years as a Personal Assistant.
  2. Previous experience in a corporate strategy or transformation environment is advantageous.
  3. Strong understanding of office management principles and administrative processes.
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