Site Administrator

**Main purpose of the job**:

- To provide financial and general administrative support services to the site

**Location**:

- **27 Ridge Road, Parktown, and Chris Hani Baragwanath Academic Hospital, Soweto - Johannesburg**

**Key performance areas**:

- Site Administration_
- Assist staff with reception and office administration as required
- Assist with site maintenance where required (i.e., IT tickets, hospital and WHC maintenance, telephone lines, etc.)
- Assist the site staff with arrangements to be made for participant visits (Patient transport with Uber, Vendor, and investigator booking details, etc.)
- Update the shared patient visit calendar
- Assist the team with ad hoc assignments and duties as needed, delegated by the line manager, and within the scope of practice
- Finance (Debtors, Patient Cash transport)_
- Verify captured products daily on fee trackers
- Process invoices from site to sponsor, working with WHC Finance
- Process specialist fee invoices and payments monthly (Invoice creation and processing in the PMV system)
- Provide accurate and timely feedback to stakeholders
- Maintain relevant online trackers
- Verify the cash on hand with a second staff member
- Verify the transactions on the petty cash and patient transport weekly claim schedule with a second staff member
- Sign off petty cash schedules and submit them to WHC Core on the PMV system
- Ensure that all slips are obtained before submission of the petty cash schedule
- Process E-wallet payments
- Regulatory_
- Assist with compiling regulatory documents for submission and ensure all signatures are in place
- Maintain relevant online trackers
- Procurement, PMV, and Creditors_
- Assist Administrator with Procurement tasks
- Procure all site items as per WHC guidelines
- Follow up on all relevant documents for submission to WHC finance
- Conduct monthly stock takes of stationery and groceries
- Reconciliation of all purchase orders issued against invoices received
- Lead management of Creditors, Administrator to assist where necessary
- Process Creditor invoices as per WCH guidelines, on PMV system as well
- Arrange and follow-up on prompt payments of creditors
- Provide accurate and timely feedback to creditors on payments
- File statements, documentation, and correspondence to/from creditors

**Required minimum education and training**:

- **3-year diploma or degree in finance or related field**

**Required minimum work experience**:

- **Minimum 4 years experience in office administration and debtors’ management**

**Desirable additional education, work experience, and personal abilities**:

- Experience working in a research environment will be advantageous
- Exceptional organizational and administrative skills with working knowledge of Microsoft Office & basic Finances
- Attention to detail
- Ability to maintain confidentiality, tact, and professionalism at all times
- Ability to exercise discretion, high levels of initiative, and independent decision-making
- Must be assertive, confident, and adaptable
- Self-motivated, able to work independently with high regard for work ethic, values, and integrity, and work as part of a multidisciplinary team
- Traveling will and overtime may be required from time to time
- Excellent communication skills (both written and oral) and the ability to establish and maintain effective working relationships with other

**TO APPLY**:

- Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
- _AJ Personnel is fully POPIA Compliant._
- Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.

**Please note**:

- **Our Client, WHC - WCR, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.**:

- WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
- AJ Personnel is only responsible for advertising the advertisement on behalf of their client Wits Health Consortium.
- AJ Personnel does not have any salary or other information regarding the position.