Office Administrator

1 week ago


Cape Town, South Africa Western Cape Provincial Parliament Full time

**Why you**:

- To gain common working knowledge and experience the general administrative working practice of the Western Cape Provincial Parliament

**Requirements**:

- Grade 12
- Secretarial Certificate

**What you will be doing...**

Executive Support:

- Professional reception and front desk managed
- Devising and maintaining relevant office processes and procedures
- Screening telephone calls and handling them appropriately
- Taking dictation and minutes
- Carrying out background research and presenting findings on relevant and basic topics provided by Director
- Typing documents, briefing papers, reports and presentations
- Organising and attending workshops, meetings and ensuring the Director is well prepared for meetings
- Provide general assistance during presentations
- Attending meetings, taking minutes and keeping notes
- Documents compiled timeously

**Meeting, Communication & Liaison**:

- Electronic and manual diary in place, professionally managed
- Meetings, venues and packages arranged on time
- Track progress on assignments and follow up regularly with Managers and other stakeholders
- Produce minutes of Directorate Management meetings and other relevant meetings within 48 hours of each meeting.
- Liaising with Office of Speaker, Secretary, Members, staff in other Sections and external contacts
- Meeting and receiving visitors at all levels of seniority
- Correspondence managed efficiently on daily basis
- Filing system maintained daily

**Information Management**:

- First level scrutiny of correspondence to ensure that policies and practices are complied with
- Ensure filing is done
- Ensure all correspondence has file numbers
- Ensure all filing submitted to registry
- Request files from registry
- Implement tracking system and monitor flow of correspondence
- Ability to trace documents speedily

**Logistical Support**:

- Booking rooms and conference facilities ensuring compliance with requirements
- Request travel arrangements
- Submit S&T claim forms and boarding passes
- Submit telephone and cellphone accounts timeously

**S**
**kills & Competencies**:

- Computer literacy
- Good communication skills
- Good organisational skills
- Interpersonal skills
- Ability to prioritise work in order of importance
- Planning
- Knowledge of relevant policies and procedures
- Basic knowledge of parliamentary practice and procedures

**Additional Requirements & Information**:

- Kindly submit a **recently** updated CV
- Copies of relevant qualification



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