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Administrative Assistant

2 months ago

Johannesburg, Gauteng, South Africa Road Accident Fund Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Legal Administration Department at the Road Accident Fund. As an Administrative Assistant, you will play a critical role in providing administrative support to our team, ensuring the smooth operation of our department.

Key Responsibilities

Some of the key responsibilities of this role include:

  • Compliance Administration
    • Maintain accurate and up-to-date documentation related to our business activities.
    • Ensure compliance with our policies and process standards.
    • Stay informed about internal standards and business goals to ensure adherence to sound internal control.
  • Office Coordination
    • Assist in tracking outstanding matters and ensure timely follow-ups.
    • Handle and respond to requests within set timelines.
    • Ensure the availability of stationery within the department.
    • Verify and validate information and documents submitted for accurate capturing and further handling.
    • Ensure systems and registers are kept up to date.
    • Identify and report duplicate documents, requests, and queries.
    • Allocate reference numbers and accurately capture related documents on different systems.
    • Allocate matters to responsible team members.
    • Draft and send letters to stakeholders as required.
  • Meeting Support
    • Arrange meetings on behalf of the department.
    • Assist with taking and distributing minutes in accordance with governance standards.
    • Create and maintain a register to track outstanding matters.
    • Maintain a follow-up plan on meeting resolutions and outstanding matters.
    • Ensure confirmation of meetings and manage team diaries.
    • Schedule appointments with internal and external stakeholders as required.
  • Document and Records Management
    • Administer records management and filing processes in line with our filing plan.
    • Ensure the filing system is always up-to-date and functional.
    • Retrieve information as requested in the office.
    • Ensure confidentiality of documents under control and ensure documentation reaches intended recipients.
    • Acknowledge receipt of documentation, apply a file number allocation, record data onto the computer system, and file appropriately.
    Requirements

To be successful in this role, you will need:

  • Qualifications
    • Matric or Grade 12 certificate.
  • Experience
    • Relevant 1 year's experience in an administrative or similar environment.
  • Competencies
    • Behavioural
      • Planning, Organising and Coordinating
      • Personal Mastery
      • Emotional wisdom and Decision Making
      • Ethics and Values
      • Client Service Orientation
    • Technical
      • Computer literacy in MS Word, Excel, PowerPoint.
      • Excellent planning and organisational skills.
      • Good administrative skills.
      • Ability to access required information.
      • Writing skills.
      • Basic understanding of SCM processes.
      • Basic financial acumen.