MAIN RESPONSIBILITIES

This role will support all staff and will be responsible for administrative functions.

DUTIES AND RESPONSIBILITIES
Management of staff diaries.
Responsible for organizing and coordinating all office operations and procedures in order to ensure organizational effectiveness and efficiency.
Maintain office services
Design and implement office policies
Establish standards and procedures
Organize office operations and procedures
Liaise with other agencies, organisations and groups
Oversee the maintenance of office equipment
Maintain office records
Oversee filing systems
Design templates
Ensure filing systems are maintained and up to date
Define procedures for record retention
Ensure protection and security of files and records
Ensure effective transfer of files and records
transfer and dispose records according to retention schedules and policies
Ensure personnel files are up to date and se-cure.
Infrastructure: Liaise with building management regarding office matters e.g. parking, air conditioning, security etc.
Oversee the administrative process for purchasing new furniture as well as the selling thereof
Responsible for all telephone related issues
Supervises all kitchen related issues.
Responsible for basic accounting functions such as on-line banking and processing of book entries.
Maintain website and social network content
Ensure accuracy and functionality of website
Manage administrative functions during Board meetings and committee meetings and procedures
Prepare Board packs for meetings
Prepare agendas and take minutes for meetings
Ensure meeting outcomes are met
Plan and facilitate actual meetings
Design and facilitate the sending out of information and managing the resultant correspondence.
Assist with the maintenance of relationships with relevant stakeholders and organizations
Write newsletters related to the organization
Assist with queries.
Assist GM.
Notification of meetings
Drawing up of relevant documentation e.g. Draft Agenda, Proxy forms, Ballot Paper, Score sheet
Make sure that all documentation is done and distributed according to timelines and other procedures defined in the Memorandum of Incorporation;
Prepare document packs for the meetings
Performs any other duty, which is in keeping with the profile of the job and which may reasonably be expected from the staff member, as directed by their Manager or member.

QUALIFICATIONS
Grade 12
5 years experience in general office management & online banking
5 years experience in insurance industry
High level of computer literacy

SA CITIZENS ONLY