Office Operations Manager

2 weeks ago

Cape Town, South Africa CareerfinderZA Full time

Key Performance Area:

- Co-ordinate information concerning progress and programs of various management committees and other relevant internal stakeholders.
- Conduct quality assurance inspections across teams to ensure that all work conducted is on standard and comply with defined processes and procedures.
- Develop, implement and monitor a new reporting ethos that focuses on standardisation and uniformity.
- Draft responses with regard to more complex issues for internal and external stakeholders.
- Ensure effective functioning of the office with emphasis on the administrative documentation and management support side.
- Ensure effective relationship and liaison between the Office of the Director.
- Ensure efficient and effective follow-through and quick turnaround times for query resolution, meeting of deadlines and electronic correspondence.
- Ensure that Departmental impacts have been explored and all risks (internal and external programmes) have been identified and mitigation strategies developed.
- Manage the departmental risk register and coordinate Audit processes on behalf of the Director.
- Monitor and coordinate the implementation of resolutions from Management Committee meetings.
- Prepare and co-ordinate submissions for quarterly and periodic reporting with the responsible portfolio committees, steercoms, etc.
- Prepare and manage all reports, correspondence and documents for the Director, including the monitoring of the document management system.
- Provide professional input and support in preparing reports for the Director as well as divisional reports, submissions, and approvals.
- Provide quality assurance for divisional reports, as well as taking minutes for divisional meetings.
- Provide strategic support to the Director on the day-to-day office management.
- Provide support in dealing with ad hoc requests as they arise e.g. interviews, submissions, offer letters etc.
- Research and compile comprehensive documents/presentations for the Director
- Research, analyse information and compile complex documents for the Director and lead the Executive special projects.
- Scrutinize complex submissions/reports and make abbreviated notes and/or recommendations for the Director with regards to these documents.
- Set up and maintain systems in the Office of the Director that will contribute towards improving efficiency in the office.
- Act as the bottom-line drivers of tactical implementation within the context of business unit excellence and performance improvement.
- Direct, control, coordinate and optimise budgeted resources to meet specific objectives and deliver agreed results and productivity requirements.
- Ensure the development and implementation of a practice in alignment with operational policy and procedural frameworks.
- Implement tactical strategy and delivery plans through the development of operational activities, ensuring the achievement of operational targets.
- Plan for handling work outputs, pull together interdependent activities & specify priorities, standards & procedures to ensure tactical implementation.
- Proactively identify interconnected problems, determine its impact and use to develop best fit alternatives; implementing best practice solutions.
- Provide periodic reports on performance against plan & progress on short-term initiatives & use to realign tactical plan and objectives appropriately.
- Recommend changes to optimise processes, systems, policies and procedures, and execute the implementation of change and innovation initiated by the organisation.

Minimum Requirements:

- Senior Certificate (NQF 4) AND 15 years related experience (Office Management), of which 3-4 years ideally at junior management level
- Relevant Bachelor’s Degree / Advanced Diploma (NQF 7) AND 8-10 years’ experience in a similar environment (Office Management) of which 3-4 years ideally at junior management level
- Relevant Business/Administration/Project Management skills.
- High level of computer proficiency and in the use of Microsoft Office products.

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