Admin Assistant

Cotlands is a registered non-profit organisation (NPO) committed to creating access to quality play-based early learning experiences through toy libraries and early learning playgroups. We capacitate adults working with children and educate the parents of children on a variety of topics related to early childhood development.

Join the passionate team at this leading NGO, with a strong national footprint. The organisation is well established and has been in operation for more than 86 years.

The **Admin Assistant** is responsible to oversee and manage all office admin procedures, HR admin function for the region

This is a half day position (4 hours per day - Monday to Friday)
- **Office Coordination and Custodianship**1.1 Create and maintain regional calendar and electronic diary

1.2 Coordinate work flow and meetings in conjunction with national calendar, important

1.3 Meet and greet clients, suppliers and visitors

1.4 Request and follow up repair, maintenance and purchase of equipment and buildings

1.5 Process monthly stationery requests and maintain control over stationery stock

1.6 Coordinate office inventory and asset register

1.7 Create and maintain database of service providers, suppliers, etc.

1.8 Coordinate food drop offs at groups

1.9 Coordinate volunteer, student and community workers

1.10 Supervise housekeeping and facility services

1.11 Store and maintain stock of advertising, marketing material

1.12 Maintain up to date confidentiality in all aspects of client, staff and donor/partner/investor information

1.13 Assist with monthly reports and progress reports

1.14 Collect and deliver post to and from the post office

1.15 Process regional banking and petty cash

1.17 Coordinate DIK

2. **Clerical duties**

2.1 Distribute incoming correspondence to the relevant person

2.2 Prepare and send responses to correspondence containing routine inquiries

2.3 File and retrieve regional documents, record and reports - manually and electronically

2.4 Create and modify documents such as reports, memos, letters, financial reports using word processing, spread sheets, database and/ other presentation software such as Microsoft office.

2.5 Attend staff meetings or other meetings to record the minutes

2.6 Compile, transcribe and distribute minutes of meetings

2.7 Coordinate printing for region

2.8 Assist with data collection, research and analysis

2.9 Handle non-directed incoming calls

2.10 Process thank-you letters

3. **HR Admin**

3.1 Assist with recruitment process

3.2 Process new employee documentation according to payroll deadline

3.3 Process all HR related information and documentation with HO including relief staff i.e. timesheets, sick notes, Form 29, police clearance, etc.

3.4 Process documentation required for skills development and training, ie. Study loans, study leave

3.5 Liaise with HO regarding maternity leave, patterns and trends of absenteeism by individuals

4. **Special Projects**

4.1 Support staff in assigned project - based work

4.2 Assist in special events such as Mandela Day, WPD, year end, team building, graduation ceremonies, etc.

**Qualification and training (knowledge)**

NQF Level 4

Relevant training/qualification an advantage

Knowledge and experience of principles of good practice for planning, record management and general administration

HR experience an advantage

Driver’s license

**Skills (can do)**

Relevant experience for 3 - 5 years

Computer literate - Microsoft office

Good writing

Ability to communicate effectively in English

Ability to operate standard office equipment according to supplier manual including but not limited to computer, telephone system, copier - printer - fax.

Ability to follow verbal and written instructions

Professional personal presentation appearance and well groomed at all times

**Competencies (behaviour)**

Planning and organising

Methodical and systematic

Problem solving

Analytical

Flexible

Initiate action

Resilient

Adhere to deadlines

Resourceful