Purpose:
To provide administrative assistance to a team/department/board member, to maximise their efficiency and effectiveness.

Accountabilities
Personal and Team Assistance:

• Diary handling for a number of managers/board director (max 2) * 
• Inbox handling - access mail to ensure urgent and important mail is escalated * 
• Collect and prepare data for monthly reporting
• Preparation of letters, presentations and other documents such as agenda's
• Ensure company Policies and procedures are adhered to.
• Work with Head of Ps on special projects
  

Travel arrangements:

• Organise team/director travel including  booking taxi's, flights and hotels
• Visa applications
• Negotiate and arrange most cost effective routes and rates
  

Meeting  and event management:

• Meeting arrangements including room booking, sending invites, booking and set up of video/internet conference facilities and booking food and refreshments
• Events - liaising with venues and suppliers
• Greet and sign in visitors
• Take notes of meetings and  write and distribute action plans 
• Follow-up and reporting on status of agreed actions
  * not applicable to all roles, dependent on  departments/functional areas
  

Data management and tracking:

• Processing expenses
• Maintaining sickness records and ensure compliance with company policy
• Maintaining annual leave records ie holiday forms and ensure compliance with company policy
• Update and maintain contact list for staff
• Data entry into various systems 
• Produce reports using various systems
• Track telecom expenses on a month-to-month basis, flag unusual activity on phone lines
• Update and maintain organisation charts for department
• Obtain authorization signatures for various documentation
• Management of purchase orders
  

Post and Telecoms:

• Sending, receiving and distributing faxes
• Professional and confidential response to telephone calls
  

Facilities:

• Administration and ordering of stationary
• Maintain office keys for offices and cabinets; arrange copies as authorized *
  * not applicable to all roles, dependent on  departments/functional areas
  

Departmental Awareness:

• Keep abreast of departmental activity

Specific Requirements:

Preferred Experience
Vast previous experience preferred
Working Arrangements
Willing to work additional hours as required