Western Cape Provincial Parliament: Office Administrator

Introduction

Office Administrator

Job Role:

To provide executive, administrative and logistical support to the Director.

Duties & Responsibilities

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
  • Respond to correspondence, e-mails and other communications within the agreed authority
  • 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 AND 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

Desired Experience & Qualification

MINIMUM QUALIFICATIONS

  • Grade 12
  • Secretarial Certificate

SKILLS AND COMPETENCIES REQUIRED

  • 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

Package & Remuneration

Remuneration: R339 699 per annum (total package)