Administrative Assistant x4

2 days ago

Durban, South Africa Road Accident Fund Full time

Note: This is a 12 month fixed term contract.

Purpose of the Job: The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.

Key Performance Areas

Compliance administration.

Maintain up-to-date written documentation related to the departments business activities.
Ensure compliance to the policies and process standards.
Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office coordination.

Aid in the maintenance of correspondence, filing, telephonic queries and provide general administration support to the office.
Maintain strict confidentiality in all matters relating to the office.
Assist in making follow-ups on outstanding matters.
Ensure all requests are handled and responded to within set timelines.
Engage and follow up with Processing Centers on outstanding matters
Assist in ensuring the availability of stationery within the department.
Validate and verify information and documents submitted for accurate capturing and further handling.
Ensure the systems/registers used are kept up to date.
Check for duplicate documents, requests and queries and report on them.
Allocate reference numbers and accurately capture related documents on different systems.
Allocation of matters to responsible team members.
Draft and send out letters to all stakeholders as required.

Meeting support

Aid in arranging meetings on behalf of the department.
Assist with taking and distributing minutes in accordance to set governance standards.
Create and maintain a register to track matters outstanding.
Support in the maintenance of follow-up plan on meeting resolutions and matters outstanding.
Ensure confirmation of meetings and management of team diaries.
Schedule appointments with internal and external stakeholders as and when required.

Document and Records Management.

Manage Administer the records management and filling processes in line with the RAF filling plan.
Ensure that the filing system is always up-to-date and functional.
Aid in the retrieval of information at all times as requested in the office.
Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.

Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.

Qualifications and Experience

Matric or Grade 12 certificate.
Relevant 1 years’ experience in Administrative or similar environment.

Behavioral competencies

Planning, organization and coordinating
Personal mastery
Emotional wisdom and decision making
Ethics and values
Client service orientation

Technical Competencies

Computer literacy in MS Word, Excel, PowerPoint
Excellent planning and organizational skills
Good administrative skills
Ability to access required information
Writing skills
Basic understanding of SCM processes
Basic financial acumen

NB: "RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs".