Spec: Functional Administrator
1 month ago
Business unit, Department, Reporting Business Unit Various Department Various
reports to Chief/ME Grade/Level S5
Core Description
Provide general office support to the Chief as well as the Senior Management team. Oversee and perform administrative functions to ensure that operational and office management are carried out effectively and efficiently. Accountable for ensuring smooth communication between the Chief office and other areas of the business, demonstrating leadership to maintain credibility, trust and support with senior management staff. Key Deliverables / Primary Functions
Generic Responsibilities (40%) & Functional Area Responsibilities (60%)
- Responsible for scheduling and managing the Chief’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
- Develop and provide management information that includes HR & Financial issues, Resource & assets, performance, as well as commitments (SLA's)
- Manage and facilitate the workflow of Chief’s own and functional team elements that needs approval / input for conclusion, including the proactive coordination of deliverables agreed to by the Manco team.
- Provide high level support regarding weekly statistics, Exco Issues, Budget, logistics, workshops & meetings, office functioning, as well as tracking of Performance Management
- Prepare, compile and validate documentation such as presentations, operational documentation, submissions, statistics, graphs, proposals, organograms, letters, memo's and agendas
- Coordinate and/or manage special assignments / ad-hoc internal projects.
- Approve and facilitate the processing of all expense requisitions in line with the division’s framework
- Coordinate finances, assist with budget preparation
- Collaborate and work with stakeholders to deliver required service levels.
- Handling of escalated queries via all channels, and resolve
- Keep team and stakeholders formally up to date on all project statuses and updates
- Contribute to the excellent reputation of the Chief’s office through professional, efficient and respectful interactions internally and externally.
Core Functional Skills & Knowledge Analytical and Problem Solving Execution Excellence Impactful Communication Interpersonal skills Attention to detail Core Behavioural Competencies Job Match Culture Match Deciding & Initiating Action Delivering Results & Meeting customer expectations Planning & Organising Presenting and Communicating information Relating and Networking Minimum Qualifications NQF 6: 3 year Degree/ Diploma/ National Diploma in Business OR NQF 4: Grade 12 Additional Education -Preferred /Advantage Experience
5 Years relevant experience, of which 3 years must be in a high-level support environment. Extensive knowledge of a Corporate Environment and exposure to specific fields e.g. Legal environment, Financial environment, Marketing environment and project management an advantage.
OR
7 years relevant experience, of which 3 years must be in a high-level support environment. Extensive knowledge of a Corporate Environment and exposure to specific fields e.g. Legal environment, Financial environment, Marketing environment and project management an advantage. Certifications Professional Memberships in Relevant Industry Level of Engagement & Span of Control Span of Control 0 Level of Engagement Engagement will all levels within the organisation, internal and external to the business.
Special Requirements / Employment Condition Ability to cope under pressure Ability to work extended /long hours as and when required Workplace / Physical Requirements Hybrid Remote Worker
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