PURPOSE OF THE POSITION

The role of the Senior Administrative Assistant is essential for effective operation in the office of the Manager MC RCS. Preparing and processing documents, answering calls and correspondence, maintaining web pages and Quality Manual, arranging schedules, meetings, and events, confirming appointments, minute taking and helping staff were needed.

KEY RESPONSIBILITIES:

Secretarial:

• Make venue bookings for departmental meetings and organize refreshments for such meetings.
• Manage the Manager’s diary appointments and remind the Manager of scheduled meetings well in advance.
• Grant physical access to visitors at the reception area, welcome them and direct them to the relevant staff members, answering calls and taking messages daily.
• Assist in the preparation of regular scheduled reports, consolidation of reports and sending reports for the BED Management Forum.
• Preparation and distribution of correspondence, memos, and letters in conjunction with the Manager.
• Prepare and distribute of meeting Agendas, facilities, and refreshments as well as minute taking and distribution of such minutes to all relevant stakeholders.
• Scheduling of meetings:

• Weekly maintenance meeting
• Bi-weekly meeting with Heads of Departments

• Timeous and meticulous completion of ad hoc tasks and assignments.

Office Administration:

• Carry out daily office duties such as filling, typing, copying and printing of documents, etc.
• Creation of IWMS work orders f or the office building if needed.
• Maintenance of Leave Register of key office personnel.
• Monitor and coordinate all P&C mandatory processes, such as submissions of conflict of interest, Performance Agreements, Mid -Year Reviews, Final Year Performance Reviews and Probation Management and others as needed.
• Continuous update of the Quality Manual of the Department.
• Management and constant update of RCS documents on One Drive.
• Ensure quality control on filling process to ensure that it complies with the File Plan and Records Management Policies of the NWU.
• Obtain quotations and order off ice refreshments, stationery, and any other items as required by the MC RCS Office.

Liaison and Functions:

• Liaise with the different BED HODs, NWU Departments and other stakeholders within the business of MC RCS.
• Organize Functions or events:
• BED RCS Year End Function.
• Annual House Parent Year End Function in collaboration with the Office of the Director Student Life.
• Quarterly MC HOD get togethers.
• Monitor and update the Web Page content.

Occupational Health and Safety:

• Administrative duties, preparation of agenda and taking of minutes on a quarterly basis.
• Minutes approved by MC BED OHS committee.
• Compliance with the Health and Safety Act.
• OHS Management - schedule of meetings, keep OHS register up to date.
• The OHS file is kept up to date and all new training and appointments are up to date.
• Inspections of the building as well as the First Aid.
• Kit to be done monthly f or the Health and Safety Representative Report.
• Monthly reports to be sent to the secretariat in time for the MC OHS Meeting.
• Training to be arranged f or the newly appointed members.
• Coordination of Evacuation drill in collaboration with the OHS Coordinator.

• An Advanced Certificate (NQF level 5).
• Good interpersonal relations
• A minimum of two (2) years’ experience in general administration or similar role.

• Secretarial Diploma/Degree.
• Good Client – Service Orientation.

• Good communication skills.
• Problem solving.
• Computer Literacy.
• Good report writing.

• Good interpersonal skills.
• Working effectively in a team.
• Good Client Liaison.
• Creativity and innovation.
• Attention to detail.