Team Admin Assistant

7 months ago

Centurion, South Africa Exxaro Recruitment Full time

**Job Advert Summary**:
**PURPOSE**:

- To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that day-to-day operations run smoothly and that administrative processes are efficient.
- To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
- To play a key role in facilitating communication within the team and between team members and other departments.
- To assist in organising events, managing project timelines, and helping team members meet deadlines.
- To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
- To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
- To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
- To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logístical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
- To contribute to fostering a positive team culture by organising team
- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.

**MAJOR CHALLENGES**:

- Balancing workload and prioritising multiple tasks and competing demands.
- Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
- Maintaining a high level of discretion and confidentiality.
- Navigating office dynamics and maintaining a positive team culture.
- The specific duties of a Team Assistant may vary depending on the needs of the team or department.

**Minimum Requirements**:
**QUALIFICATIONS**:

- Grade 12/Standard 10 English (Essential/Minimum and)
- N Cert: Secretary Office Administration (Essential/Minimum)
- Diploma Office Administration (Recommended/Desirable)

**EXPERIENCE**:

- 2-3 years Proven experience in a secretarial or administrative role. - Strong organisational, multitasking, and time-management skills. - Excellent interpersonal and communication skills. - Proficient in Microsoft Office Suite and other relevant software. - Passionate about motivating and guiding a team. - Attention to detail, critical thinking, and problem-solving skills. - Ability to work independently and in a team environment. (Essential/Minimum) Operational

**REQUIREMENTS**:

- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)

**Duties & Responsibilities**:
**Administrative and Support Services**
- Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
- Manage and organise schedules, appointments, and meetings for line manager and team members.
- Prepare and distribute agendas, take meeting minutes, and follow up on action items.

**Budget Management**
- Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.

**Communication and Cross Functional Coordination**
- Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
- Collaborate with other teams to support cross-functional projects and initiatives.

**Compliance, Governance and Assurance**
- Comply with applicable processes, procedures, statutory laws and Regulations.
- Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
- Ensure level of authorisations are applied within applicable processes.

**Data and Document Management**
- Maintain and organise important documents, presentations, and reports in both physical and digital formats.
- Implement document version control and ensure the security and confidentiality of sensitive information.
- Support the development, implementation and change management requirements for new information management systems and processes within the team.

**Event Planning and Coordination**
- Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
- Collaborate with other departments to execute team events.

**Facilities and Office Management**
- Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
- Manage office supplies and equipment, coordinating with vendors for replenishment and m

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