Administrative Assistant
1 week ago
**Job Advert Summary**:
MHR is currently recruiting an **Administrative Assistant**to work at **a Professional Healthcare Association** in** Johannesburg**
- Note that this is a **permanernt opportunity**:
- Working hours: Monday - Friday: 08h00 - 13h00 with flexible hours as needed.
**Minimum Requirements**:
- Senior certificate or equivalent thereof.
- Additional qualifications in office administration or a related field is a plus.
- Proven experience in office administration or a similar role.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Experience in accounting (preferably with Pastel).
- Excellent communication and interpersonal skills.
- Strong organisational and multitasking abilities.
- Attention to detail and a proactive approach to problem-solving
- Immediately available
**Duties and Responsibilities**:
**General Office Administration Duties**:
- Order and manage office supplies, including stationery, groceries, crockery, cutlery, and other essential items, ensuring optimal stock levels.
- Collect, receive, and distribute mail efficiently.
- Organize and maintain the Administration Manager's diary, scheduling meetings asrequested.
- Assist in the planning and organizing of meetings and functions.
- Welcome visitors and arrange refreshments (tea/coffee).
- Complete job request forms for technical issues and monitor their progress.
- Monitor and content development social media pages and website.
- Facilitate travel arrangements for the Board of Directors and the Administration Manager.
- Ensure a systematic filing system is maintained for relevant documentation.
**Telephone Service**:
- Answer telephone calls promptly and professionally.
- Screen calls, directing complaints and queries to the Administration Manager.
- Maintain awareness of the Administration Manager's whereabouts at all times.
**General Administration Duties**:
- Assist with ordering and distributing marketing materials.
- Maintain and update the database of all stakeholders, both members and nonmembers.
- Follow up on outstanding documents from potential clients, providing feedback to the Administration Manager.
- Provide new clients with relevant information.
- Maintain the electronic invoice system and follow up on payments.
- Report outstanding invoices to the Administration Manager monthly.
- Issue receipts for all payments received.
- Monitor the complaint section of the website and update the Administration Manager weekly to ensure timely handling of complaints.
- Assist in the compiling and distribution of minutes, agenda and reports for Exco, Regional Meetings and AGM.
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