Team Administrator

1 week ago

Secunda, South Africa SABS Full time

**Job Advert Summary**:
**About SABS**
To provide administrative support to the unit so as to ensure that service delivery is optimized.

**Purpose Statement**
To develop, manage and implement cluster-specific Laboratory Services activities and plans to achieve divisional and organizational objectives in cooperation with other functions of the SABS.

**Minimum Requirements**:
**Qualifications**

Diploma in Administration, Office Management or related field ( NQF Level 5).

**Wok Experiance**

1-2 years relevant work experience in Administration or Office Management

**Duties and Responsibilities**:
**Functional Management**
- Develop, maintain and update meetings planner.
- Oversee, coordinate meetings and ensure that all logistics, minutes, relevant agendas and material are provided.
- Coordinate the managers’ travel program, itineraries and related logistics.
- Provide diary management support for line management
- Ensure that travel arrangements are captured on the Live-link system and travel claims on the JDE system.
- Treat information and documentation as private and confidential, only disclose to relevant parties through Manager’s approval.
- Prepare agendas, documents and meeting packs for relevant meetings.
- Gather data for monthly reports ,coordinate and collate all reports/documents to be submitted to the various management levels.
- Ensure that all resources submit their information as required for the reports on time.
- Receive and direct guests for meetings in a professional manner.
- Attend meetings, record and distribute meeting minutes (CAL) / action items thereafter.
- Ensure that all documentation, as it relates to meetings and workshops for the unit is updated and sent to the relevant stakeholders as and when required.
- Maintain and improve the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
- Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
- Ensure that all documents are filed, managed and updated appropriately.
- Establish and maintain the unit’s management system and capture all relevant information.
- Ensure that all information relevant to the business unit is provided and directed accordingly to the relevant parties.
- Compile and maintain the database as is relevant for the unit.
- Ensure that all communication for the business unit is directed accordingly.
- Co-ordinate and manage all administrative arrangements for meetings as required including logístical arrangements, booking of meeting rooms, refreshments, etc.

**Risk and Compliance Management**
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance ,compliance processes and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit, Accreditation and regulatory requirements.
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

**Stakeholder Management**
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
- Represent and participate in the organisation’s committees and tasks teams when required.
- Convene and attend meetings and present relevant information to stakeholders when required.
- Resolve queries and problems within span of control and within agreed time frames.
- Follow up on unresolved queries and complaints where required.
- Liaise with relevant stakeholders regarding follow-up of information, as required

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