Closing Date: 25 August 2021
Job Description
The successful candidate will be employed as an office administrator. Punctuality is the most important and vital attribute for this role. The candidate will be required to carry out duties, tasks and services generally associated with this role to enable the Employer (Mogale City Youth Chamber of Commerce) to conduct its business in the most efficient way possible.
Job Title:
Office Administrator
Reporting To:
The Chief Operations Officer (COO)
Internal Communication
Chairman of the Chamber, Company Secretary, Executives and heads of programs.
External Communication
Clients, potential clients, sponsors, government, stakeholders.
Role Objective:
To provide secretarial support to the Mogale City Youth Chamber of Commerce.
Key Responsibilities:
- To deal with word processing and typing of correspondence and documents by way of audio and/or directed by the Chairperson, COO, or Deputy Chairperson.
- To draft forms and other documents and correspondence as directed by the Chairperson, COO, or Deputy Chairperson.
- To attend to clients both on the telephone and in person. To take and record accurately any messages and pass them on to the appropriate person without unnecessary delay.
- To attend to any other queries and make any other telephone calls as directed by the Chairperson, COO, or Deputy Chairperson.
- To keep an up-to-date and accurate filing system and to open and close and store files promptly as appropriate, in accordance with the Chamber’s filing system.
- To make appointments, arrange meetings, and maintain an up-to-date appointment and reminder diary.
- To use the photocopying equipment to achieve copies of the correct standard in line with the practices and Chamber’s requirements.
- To make effective and efficient use of the facsimile equipment.
- To deal with accounts in accordance with the Chamber’s procedures. To maintain an accurate and up-to-date record of all accounts managed by the office administrator.
- To prepare invoices as directed by the Chairperson, COO, or Deputy Chairperson.
- To submit prepared correspondence to the Chairperson, COO, or Deputy Chairperson for signing.
- To prepare and serve refreshments as and when required to clients as and when the need arises through office-based meetings.
- To ensure the Health and Safety of self and other employees.
- To ensure the confidentiality and security of all practice and client’s documentation and/or information.
- To undertake any specific training as and when required by the COO.
- To undertake any other reasonable, humane and ethical duties which from time to time may be allocated only by the Chairperson, COO or Deputy Chairperson.
Knowledge, Skills and Experience Required:
- Good working knowledge of Microsoft Office (in particular Word, Excel, PowerPoint, and Outlook)
- Broad knowledge of the role and responsibilities of a secretarial individual.
- “People” skills (i.e., dealing with customer/clients) is a considerable asset although not an essential requirement for the post as full training will be provided.
- Personal qualities of enthusiasm, commitment, diligence, and willingness but over and above, punctuality.
- Telephone etiquette.
Academic Requirements:
Matric
Higher or advance certificate in business administration
1-2 years admin experience
Valid driver license (essential)
Own car (advantageous)