Personal Assistant

7 months ago

Johannesburg, South Africa Yolundi Talent Solutions Full time

**JOB PROFILE FOR A **_**PART-TIME**_ **OFFICE ADMINISTRATOR FOR THE OFFICE**
**OF THE BISHOP - CENTRAL DISTRICT 0900**

**1. Purpose of the role**: To provide an effective and efficient administrative service and secretarial support to the Bishop and District Office.

**2. Key Performance Areas and Desired Outputs**

General Office **Perform administrative office duties for the Bishop and District Office**

Administration **Prepare presentations, spreadsheets, reports, etc. as required**
- Administer and maintain the District database
- General filing of documents - virtual and physical
- Coordinate maintenance of office equipment
- Ensure that visitors are received in a professional and friendly manner and their needs are addressed
- Help maintain a professional image and face of the District
- Perform office related financial functions including managing expenses and record keeping.

Meetings, Events **Arrange physical and online meetings, events or functions by booking venues, and Functions notifying attendees and monitoring responses**
- Arrange facilities and catering where necessary
- Prepare and distribute agenda and relevant documents before meetings
- Take minutes and distribute relevant documents following meetings
- Ensure that meeting rooms are adequately equipped and presentable
- Type letters, documents, notices, memorandums, schedules, and general correspondence
- Ensure all typed correspondence is accurate, edited and distributed as required
- Ensure that format used for all documentation adheres to defined standards
- Ensure all incoming documentation and mail is appropriately screened, redirected and responses prepared and dispatched where appropriate
- Prioritise urgent correspondence
- Ensure records are securely stored, maintained and accessible
- Filing to be kept up to date, organised and accessible
- Maintain a high level of confidentiality and ensure confidential documents are kept in a secure place

Travel **Coordinate travel and accommodation arrangements**
**Arrangements ** Arrange travel plans and itineraries
- Compile travel related documents

Diary Management **Proactively manage the relevant diaries and the District’s events schedule**
- Coordinate and manage meetings by ensuring meeting requests are correct and up to date, responses are monitored, and time is optimised
- Ensure meeting scheduling is realistic and manageable

Communication **Screen calls, take messages and handle queries**
- Ensure all calls are answered in a professional, friendly manner and are appropriately routed
- Take messages accurately and forward them to the relevant people timeously

**3. Education/Qualifications 5. Experience**
- High level of proficiency in MS Office
- Matric

(Word, Excel, PowerPoint)
- A secretarial Diploma would be an added
- Online meeting management on various advantage platforms (e.g. Teams, Zoom, etc.)
- **4. Knowledge**
- Minimum 3-5 years’ experience in a similar
- Knowledge and understanding of the church role

**6. Skills 7. Abilities**
- Planning, organising and prioritising **Honesty and integrity**:

- Excellent communication - written and verbal Maintain strict confidentiality
- Administration **Attention to detail**
- Electronic diary management Excellent work ethic
- Online meeting management **Use initiative/resourceful/proactive**:

- Strong service orientation High level of professionalism
- Excellent interpersonal skills **Sense of urgency**:

- Listening Perseverance
- Problem solving **Resilience and ability to thrive under**:

- Self-management - must be able to work with pressure minimum supervision

**8. Other Compulsory Role Requirements**
- Flexibility to work outside normal working hours when necessary (e.g. to attend evening or weekend District meetings)
- Availability to work on Christian holidays when required to do so
- The role requires a mature Christian faith

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (preferred)

Ability to Commute:

- Johannesburg, Gauteng (required)

Ability to Relocate:

- Johannesburg, Gauteng: Relocate before starting work (required)

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