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Departmental Administrator

9 months ago

Johannesburg, South Africa Affirmative Portfolios Full time

Admin and Office Management
Johannesburg - Gauteng

Departmental Administrator
Johannesburg East

Department - Education & Transformation

**Overview**:
The main purpose of the job is to provide support to the Education & Transformation (ET) team, comprising the Director ET, Professional Managers and Administrators in the department.

**Key Responsibilities**:
To support the Director and ET team to achieve the strategic and performance goals of the company.

To manage the diary of Director and Committees by setting up appointments and meetings.

To serve as the primary point of contact for the Director and Professional Managers dealing with correspondence and phone calls.

To provide administrative assistance to Director and ET team and ensure that the department adheres to all organisational deadlines.

**To arrange all aspects of meetings**: invitations, invitation responses, venue bookings, catering, refreshments, parking, audio visual support and print agenda papers.

To make domestic and international travel and accommodation arrangements for Director, ET Team and committee members, coordinate the pre-planning of trips, including arranging appropriate agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.

To liaise with other departments such as the Finance team, HR, IT, SCM and operations to ensure the smooth running of operational matters between departments.

To prepare attendance registers, committee member claim forms and minute books, compile, transcribe and distribute minutes and memos of meetings.

To maintain professional stakeholder relationships across all levels, manage queries and information timeously.

To manage all aspects of the planning and logistics for training, workshops and roundtables, both local and around South Africa.

To assist Director and ET team for planning and preparation for their local and international stakeholder commitments.

To monitor the receipt of claim forms, observer forms, signed Codes of Conduct from committee members and Declarations of Interest forms from committee members. To follow up on outstanding documents timeously.

To monitor that the team have backed up all their work on the O drive and upload all meeting documents to OneDrive.

To assist the Director and ET team with preparation for future meetings e.g. reminders, arrangements and documents.

To remind the Director and Professional Managers about important tasks and report deadlines.

To collate slide presentations, reports, memos and other correspondence from Professional Managers for the Directors review to ensure accurate submission of reports and information.

To assist the ET team with formatting of documents according to professional and company brand guidelines.

To manage the POPI compliance of the Department

To undertake any other compliance and administrative functions linked to the proper functioning of the Department.

To represent the Department on internal committees and structures

To arrange company wide and ET departmental staff and strategic meetings on behalf of the Department.

QUALIFICATIONS AND EXPERIENCE

Office management or administrative skills degree/diploma

Executive secretarial and/or departmental administration training and experience

Diary management

Project management skills

Excellent secretarial skills

Strong administrative skills

Strong planning and organisation skills

Is able to use technology effectively

Conscientious of quality of work

SKILLS & PERSONAL ATTRIBUTES

A team player, with a positive attitude and strong work ethic

Excellent verbal and written communication in English

Excellent interpersonal skills

Ability to work under pressure, independently and as part of a team

Events organising

**Bookings**: venues, caterers, travel (domestic and international travel)