Office Administrator: Qualifications and

2 months ago

Midrand, South Africa Construction Education & Training Authority Full time

**JOB PURPOSE AND PROFILE**

To provide administrative support to the business unit to ensure the effective and efficient running of the unit and to assist in providing key support to the CETA in the execution of the overall strategy.

**RESPONSIBILITIES**:

- Manage, coordinate and assist in the administration and clerical support of the departments to facilitate the smooth running thereof.
- Provide effective administrative support to ensure smooth running of the department.
- Coordinate interaction between the department and other departments, management, employees, and other stakeholders.
- Coordinating office activities and operations to secure efficiency and compliance to CETA policies.
- Keep stock of office supplies and place orders when necessary.
- Answer calls and handle enquiries as far as possible.
- Process travel related documents for the department.
- Develop and maintain a filing system and maintain departmental records in line with approved policies.
- Maintain a professional image and climate in the department.
- Keep information confidential.
- Ensure delivery of important documents on behalf of the department.
- Support department with all office administration tasks.
- Ensure compliance with health & safety regulations and policies.
- Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
- Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings.
- Manage the Senior Manager/Manager diary and desk.
- Receive and send correspondence on behalf of the Office.
- Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
- Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard.
- Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs.
- Compile, transcribe, and distribute minutes of meetings when required.
- Oversee logistics and preparation of materials for meetings.
- Attend and minute proceedings of meetings as directed by the Senior Manager/Manager.
- Follow up on departmental meeting outcomes, (e.g. resolutions, deliverables, and actions).
- Promptly attentively respond to customer requests within established parameters and time frames.
- Assess or check with customer to ensure solution meets request.
- Receive clients, stakeholders, and guests on behalf of the department.
- Obtain and serve refreshments as required.
- Arrange functions on behalf of the department.
- Ensure that the department adheres to all organizational deadlines.
- Assist with the submission of mandatory reports and information.
- Prepare reports by collecting information for the Senior Manager/Manager.
- Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations.
- Track commitments, report deadlines and manage follow-ups.
- Process all documentation according to CETA policies and procedures as well as document control principals, within specified set time frames to ensure compliance.
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit requirements.
- Maintain quality risk management standards in line with relevant requirements.
- Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
- Review related Standard Operating Procedures in consultation with the Manager to ensure business optimisation.
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
- Contribute to the review and update of the CETA policies and procedures.
- Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
- Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
- Contribute to the risk maturity levels at the CETA.
- Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
- Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
- Support budgeting and bookkeeping procedures.
- Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Section.
- Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit.
- Assist in reduction

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