Officer Manager

2 weeks ago

East London, South Africa Tych Business Solutions Full time

KEY PERFORMANCE AREAS
Administration and support
Ensure that the CLO office is efficiently administered and managed Provide event management support to the region Oversee and manage the performance and functioning of the IT, reception, messenger and cleaning services
Budget, expenses and procurement
Procure office supplies and monitor availability of funds on the office budget Procure the office’s groceries and refreshments.
Maintain the office décor, soft furnishings, crockery and supplies
Co-ordinate procurement of equipment and supplies required by the region, inclusive of the management of orders and the obtaining of payment authorizations
Monitor the driver’s travel log book and utilisation of the Scheme’s petrol card Monitor the utilisation of promotional items and manage the stock Schedule vehicle services and liaise with the finance unit for payments Monitor ‘call out’s’ by the IT provider Organize ad hoc Scheme functions/entertainment (cocktail parties, board functions, staff functions, etc.
Oversee the management of stationery and equipment supplies
Ensure that expenditure is within budget and that all procurement is in line with the Scheme’s Supply Chain Management policies
Correspondence And Documentation Processes
Ensure optimal administration and functioning of the Scheme’s secretarial services and document retention process
Develop and manage the internal memo and correspondence system and procedure
Develop and implement an information process for both internal and external correspondence
Record all reported IT faults and the resolution thereof (IT management will however report to the Executive: Finance)
Maintain general administration of the Scheme’s office duties such as reporting building and office equipment faults
Ensure that all books, record and documents are kept in accordance with acceptable corporate standards
Project Management
Organise office events
Technical Expertise and Application
Supervise the implementation of CLO Office processes and systems
Ensure that the telephone management system is in good working condition
Manage the efficient and effective operation of the Scheme’s CLO Office (inclusive of cleaning, catering, messenger, reception and IT Support services)
Staff Management Responsibility
Monitor and manage the Driver, Receptionist and cleaner daily activities
Manage the HR environment in accordance with the Scheme’s HR Policy
Assist staff in the management of regulations, directives, policies and procedures by ensuring that the staff receives adequate training and development on these.
**LIMITATIONS**:
Scheme rules, policies and procedures Medical Scheme’s Act and Regulations
**LIAISON OPERATING ENVIRONMENT**:
**Principal Officer, Executives, Officers Subordinates**: IT, Receptionist, Messenger and Facilities (cleaning and catering) Other: Scheme staff
At least a 3-year Degree, Diploma or NQF Level 6 Qualification in office administration Computer Literacy (All Ms packages)
Be responsible and reliable
Have a diligent work ethic and attention to detail
Have excellent Interpersonal Skills
Good Knowledge of Office Administration
Between 5 - 7 Years

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