Department Assistant

2 weeks ago

Menlo Park, South Africa Financial Services Board Full time

**RETIREMENT FUND CONDUCT SUPERVISION DEPARTMENT**
**Ref No: FSCA 526**

**Purpose of the Job**:
To provide administrative and secretarial support to the Conduct Supervision Department. The person
appointed to this position will report to the Departmental Head.

**Requirements**:
A Matric Certificate plus a relevant Secretarial Diploma or Administrative qualification, with at least 1 to 2 years
have advanced MS Products knowledge (Word, Excel, Access, and PowerPoint) and working experience in the
exceptional customer service skills and coordinating and the scheduling of management meetings, gathering
agenda items and materials as required. The ability to handle more than one task at a time and accuracy skills
are essential.

**Key Performance Areas**:
- Ensure that referrals from other Departments within the Retirement Fund Division, Divisions within FSCA
- and Business Center are resolved or directed to the correct Manager.- Ensure that referrals from the OPFA are captured and directed to the correct Manager.
- Attend to section 13A notifications, capture all information correctly on database and send letters to
- defaulting employers.- Plan and arrange departmental workshops, social events, travel and hotel accommodation in accordance
- with the department’s annual operational plan;- Book departmental meetings, distribute agendas and other communication and documentation;
- Book staff training and conferences, including writing of memorandums and coordination of the payment
- process;- Manage departmental stationery, including ordering and stationary stock control;
- Coordinate and manage the team’s telephone bills reconciliations, diary management and venue bookings;
- Maintain physical and electronic filing systems;
- Ensure that documentation related to on-site visits, desktop reviews and file notes are indexed to the
- system;- Facilitate attendance of meetings and on-sites inspections, including compilation of attendance registers,
- arranging meeting rooms and transport where applicable;- Perform regular asset verification against the departmental asset register;
- Log general office maintenance and IT issues on the relevant helpdesks and follow-up on queries;
- Ensure that supplier invoices are actioned timeously including obtaining necessary supporting documents

from the team and/or service provider and required signatures for approval, raising requisitions (online case
creation) and routing to Finance and/or Supply Chain unit.
- Perform general administrative support to the team members; including providing assistance with the

preparation of documents and slides for presentations and meetings; writing of memorandums; committee
submissions, attend to administrative as well as client enquiries.
**Other Key Competencies**:
written English; disciplined, organised and reasonably tidy; reliable, trustworthy, of sound judgment, self
- confident and with a friendly, co-operative, and supportive nature; commitment to ensuring effective teamwork
and that all work is done timeously, at a high standard and that the organisation’s reputation is protected and
- FSCA is committed towards increasing the representation of marginalised groups in line with its Employment _
- Equity Plan. Persons with disabilities are encouraged to apply.

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